Job DescriptionThe prime role of the Administrative Assistant is to provide direct support to his/her principal to enable them to operate at optimum efficiency. This will include but will not be limited to the main responsibilities given below. The Administrative Assistant is expected to use a high degree of self-management and initiative.
• Prepare correspondence and documents through audio-typing and word processing.
• Administer filing which will include daily filing and the opening, closing, storage and retrieval of client files in accordance with the detailed procedures contained in the Office Manual.
• Prepare mail and enclosures for dispatch, whether by post or e-mail.
• Carry out copying tasks whenever asked to.
• Assist in answering the firm’s telephone calls by transferring calls to the correct
• departments and taking messages for other members of staff.
• Make appointments, arrange meetings and maintain an up to date diary for his/her principal.
• Prepare a meeting room for meetings as necessary and carry out the tidying and clearance of the room at the end of the meeting.
• Provide refreshments when asked to do so by the supervising Fee Earner/ Partner.
• Provide support to other administrative assistants as required.
• Provide guidance to work experience, junior and temporary Secretaries when required to do so.
• Attend clients both in person and on the telephone and to provide such support in a
• professional and friendly manner in keeping with the firm’s standards for client care.
• Undertake any specific training when required to do so and overall to have a responsibility towards self-development.
• Ensure the confidentiality of all the firm’s and clients documentation and information.
• Undertake other clerical and administrative duties as may reasonably be required from time to time.
Working WeekMonday – Friday 9:00am – 5:30pm
Requirements & Prospects
QualificationsA minimum of 5 GCSE’s C and above Including Maths, English and ICT (or equivalents).
- Be Computer literate with a working knowledge of Microsoft Office package, Office systems and procedures.
- Understand Information management systems and the associated legislation surrounding them.
- Have experience and knowledge of gathering information for Fee Earners within the firm.
- Using IT systems and packages, Microsoft Office.
- Working as part of a team and on own initiative.
- Responding to queries and simple problem solving.
- Setting up and maintaining manual and electronic filing systems.
- Diary management and appointment booking using computerised systems.
- Practical experience of working in a busy office environment.
- Experience of minute taking and accurate.
- • Positive Attitude
- • Self-motivated
- • Eagerness to learn
- • Friendly
Future ProspectsProgression onto a higher apprenticeship
The qualification will consist of:
• Advanced Apprenticeship in Business and Administration.
• Level 3 Diploma in Business and Administration.
• Level 2 Functional Skills English, Maths & ICT (if applicable).