Office Administrator Position

 

Job Title:  Office Administrator

Reports to: Partner

JOB SUMMARY

Performs a variety of routine and complex clerical, secretarial, and administrative support work in maintaining office operations, preparing legal documents, and providing administrative assistance.
 

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Files various documents. 
  • Amending Letters
  • Ringing up courts – chasing Legal aids/listings & results
  • Writing up case list every week
  • Prepares confidential and sensitive documents. 
  • Booking legal/prison visits
  • Faxing, photocopying and scanning when appropriate/asked by Fee Earners
  • Dealing with incoming telephone calls. Putting calls through to fee-earners, taking messages if fee-earners unavailable. Detailing time and date of message.
  • Booking appointments for clients to attend the office.
  • Preparing new files
  • Assisting Office Manager.
  • Invoicing
  • The preparation of cheques
  • Managing and maintaining budgets;
  • Liaising with staff in other departments and with external contacts;
  • Ordering and maintaining stationery and equipment supplies;
  • Copy typing to produce letters, correspondence and documents;
  • Organising and storing paperwork, documents and computer-based information.
  • Devising and maintaining office systems
 

SUPERVISION RECEIVED

Works under moderate to general supervision.
 

KNOWLEDGE, SKILLS AND ABILITIES REQUIREMENTS

Working knowledge of computers and electronic data processing; operate word processing systems; working knowledge of modern office practices and procedures; some knowledge of legal terminology, legal format and standard legal instruments; working knowledge of the court system.
 
Ability to assemble data, and prepare accurate records and reports; ability to effectively meet and deal with the public; ability to communicate effectively, both verbally and in writing; ability to handle stressful situations ability to establish and maintain effective working relationships with employees, and other agencies. Follow written and verbal instructions. 
This list is not exhaustive and can be amended or altered by the partner(s) at any time.