Administration Assistant

Shoosmiths - UK Law Firm of the Year Winner at the Legal Week British Legal Awards 2015.

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.

Estates Management is the integration of processes within an organisation to maintain and develop the agreed services which support and improve the effectiveness of its primary activities. This encompasses multi-disciplinary activities within the built environment and the management of their impact upon people and the workplace. Effective estates management, combining resources and activities, is vital to the success of any organisation.

The main purpose of this role is as follows:

• To organise all post and cheques ready for scanning to ensure internal service level agreements are met and to provide support for each role within the team.
• To promote and work in accordance with best practice and the Firms’ policies and procedures.

Department and Role Responsibilities and Tasks:

1. To operate scanning equipment and ensure all equipment defects or problems are reported immediately to local Help Assistant or Line Manager
2. Inputting documents via station PC and index all post within agreed timescales.
3. Sorting and batching of all post within agreed timescales
4. Sorting, referencing and batching of all cheques as Priority One.
5. Inbox (Dealing with Original Requests and Queries) using documentation provided
6. Photocopying/unbinding of any documents ready for scanning
7. To Inform IS team of any system problems.
8. Any other duties as required by the Scanning Team Leader.

General Requirements :

1. Report to the Scanning Team Leader on problems, work volumes, backlogs, and general observations on the activity within the department.
2. To be aware of and follow the Firms policies and procedures ensuring consistency of approach.
3. To work in a neat and methodical manner
4. To deliver a quality service within the required standards detailed above.
5. To perform your duties in line with the Service Level Agreement (SLA)
6. Obey the firms security and e-mail policies and report any breaches

• Ability to work accurately with minimum supervision.
• Ability to work to tight deadlines – Team SLA is provided
• Positive attitude with strength of character and determination to succeed
• Maintain high standards, setting and achieving goals.
• Work well under pressure.
• Ability to identify areas requiring improvement.
• The ability to impart knowledge and skill.
• Good organisational skills to ensure that tasks are effectively scheduled within working time available.

Ideally, we are looking for a candidate who has previous Administration experience within an office environment in professional services.

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.