Office Support Assistant

We are looking to recruit a supportive role and its primary purpose is to provide general administrative assistance across the firm.

The main tasks and duties listed below are intended to describe the general nature and responsibilities of this role. They are not intended to be an exhaustive list and the post holder is expected to undertake any reasonable request from a Partner, Unit Head or other appropriate Manager.

  • Accurately scanning, photocopying and binding documents e.g. trial/counsel bundles;
  • Maintain and issue stationery stocks, including liaising with suppliers and replenish stationery areas;
  • Monitor printers and fax machines, replenishing with paper, toner etc. in a timely and routine manner;
  • Assist with opening post, accurately recording receipt of important documents and ensure correct and timely distribution to the relevant fee earner/team;
  • Sorting, franking and parcelling outgoing mail;
  • Delivering the firm’s banking and by-hand items around Leeds
  • Identify unreferenced post and distribute accordingly
  • Maintain accurate and up-to-date filing system(s) ensuring that all documents are correctly filed to the corresponding client matter;
  • Carry out cross-unit ‘runs’ in respect of internal post and banking instructions;
  • Answer telephone calls (internal/external) taking appropriate messages;
  • Provide reception and switchboard cover as necessary;
  • Sending completed files to archive, dealing with requests for retrieval of archived files including Wills and Deeds
  • Assisting with the set-up of meeting rooms, including setting up equipment and tidying away as required
  • Setting up paper and/or electronic files with appropriate templates and quality documents; and
  • Deal with any other administrative matters as directed by the  Office/Operations Manager

The successful candidate should possess the following skills:

  • Proven written communication skills, in particular spelling and grammar; a minimum of GCSE English grade ‘C’;
  • Capacity to undertake practical tasks.  For example, assisting with desk moves, moving furniture, replacing toner etc.;
  • A careful and methodical approach to work demonstrating a high level of accuracy and attention to detail, ensuring that processes, procedures etc are followed accurately;
  • A self starter with a ‘can do’ approach to work, able to tackle used to demonstrating initiative;
  • Experience of working within a team environment and of supporting others;
  • Proven ability to process tasks in a very busy work environment;
  • Proven IT skills, with a working knowledge of Microsoft Office, in particular Word and Outlook;
  • An ability to work in a demanding environment, working to strict deadlines and to other targets;
  • A flexible and adaptable approach to work;
  • Strong commitment to client care and to providing a friendly and helpful service;
  • Excellent written and verbal communication skills; and
  • A willingness to learn and develop new skills and knowledge.

If you are interested in this position, committed to your career and looking to join a progressive firm, please give our HR Manager, Neil Towse, a call, or email him at ntowse@shulmans.co.uk