Administration Assistant

A leading UK law firm with a network of offices from the South Coast to Scotland, working together as one national team. An innovative practice and the first top 100 law firm to achieve “Gold Standard” Investors in People, our values and culture are not just words on our website but are the heartbeat of the firm. The lack of barriers between departments, a real lack of hierarchy, zero tolerance for arrogance and pomposity makes Shoosmiths a fantastic place to work.

Providing a full secretarial and administration service supporting Residential Conveyancing Team and where required cover any secretarial absences within the rest of the office where necessary. This role requires proactive thinking to support the needs of Legal Advisers and Estate Agency staff.

• Typing of correspondence, documents, accounts and bills.
• Typing reports, file notes and attendance notes
• Preparing enclosures ready for signing and sending out with the post.
• Opening and closing client files.
• Filing of incoming and outgoing post and correspondence.
• Electronic filing of communications.
• Cheque and finance requisitions and forms
• Assisting with sending and retrieving deeds and files from archive stores
• Answering the telephone and proactively dealing with routine enquiries and taking messages.
• Assisting with the administration of properties being marketed through ESPC, to include instructing surveys, speaking to clients and uploading to ESPC and other property portals.
• Assisting with the production and organisation of style documentation.

• Excellent and accurate keyboard skills required, as you will be required to obtain typing speeds to a minimum of 60 wpm.
• Organised and efficient with the ability to use initiative and work independently when necessary.
• Good working knowledge of various applications – word, excel, outlook, digital dictation (Powerpoint helpful but not a necessity but must be willing to learn). Full training will be given.
• Taking care and attention into all correspondence and documentation.
• Flexible with the ability to adapt to change, new practices and cope under pressure with excellent presentation skills reflected in their work.
• A methodical and organised approach with keen attention paid to every detail.
• Good organisational skills to ensure that the tasks are effectively scheduled within working time available, and that urgent work is completed and returned within the specified timescales.
• Friendly and helpful approach to dealing with queries
• Excellent communication skills
• Ability to prioritise, be organised and efficient
• Ability to work under pressure
• Good listening skills
• Able to integrate within a team as well as working on one’s own initiative
• Work as part of a team ensuring telephones/lunch cover
• Ability to deliver a quality service to both internal and external clients.
• A willingness to learn.

The successful candidate must also have Audio typing experience/qualification as this is a large element of the role.

Shoosmiths is a committed Equal Opportunities employer promoting equality of opportunity. This means that everyone who either applies to or works for the firm is treated equally, whatever their gender, age, ethnic origin, nationality, marital status, disability, sexual orientation or religious beliefs.