Office Assistant

Lewis Silkin is a UK top-100 commercial law firm with offices in London, Oxford, Cardiff and Hong Kong. The firm is recognised by clients and industries alike as being distinct: for its deep understanding, insight and advice to creative, innovative and brand-focused businesses; for its market-leading international practice in employment, immigration and reward; and for delivering pragmatic, commercial advice in a refreshingly human way.

With 59 partners and more than 300 staff, the firm is structured around two key divisions.

In employment, immigration and reward, it is consistently top-ranked, and was named HR Law Firm of the Year 2015 by the Legal 500. With over 100 lawyers, Lewis Silkin’s employment and immigration team offers an unrivalled service supporting clients, including many of the world’s leading businesses, on their HR, employment and immigration law needs domestically and internationally. 

The creators, makers and innovators team is made up of leading advisers for creative, innovative and brand-focused businesses, offering a deep understanding of the industry sectors in which clients operate combined with real expertise across a wide range of legal services. From start-ups to multinationals, the firm’s comprehensive and commercially focused advice helps clients succeed in an increasingly complex and converged international marketplace.

• Fixed Term Contract - Maternity Cover (up to 12 months)
• Part Time - 3 days per week
• Wednesday / Thursday / Friday

Providing administrative support for the ERI and RED departments on a shared 50% basis, supporting secretaries, associates and partners as requested, working in a team environment.  This role is providing support for two teams within the Cardiff office.  A further review will be undertaken in due course to assess the shared role.  A requirement will be for the candidate to work proactively within the office to ensure that daily administrative tasks are undertaken independently.

Key duties and responsibilities:

• Receiving and distributing post and arranging post to be sent externally;

• Answering reception front door and greeting clients and visitors at reception in a professional manner;

• Filing/scanning on a day to day basis (file notes, post, etc.);

• Photocopying/Binding Documents;

• Expenses claim forms for fee-earners;

• Preparing conference rooms and arranging for refreshments for meetings, clearing conference rooms after meetings;

• Supporting internal meetings (printing bundles, slides, handouts, ordering refreshments and managing attendance lists);

• Support client events in the office;

• Free-lunch arrangements and making arrangements for firmwide/ERI/RED events;

• Providing support to the paralegals with bundling and general copying;

• Ensuring stationery orders are up to date and ensuring photocopiers are regularly stocked with paper;

• Assisting with research tasks as required;

• Archiving of files;

• Arranging travel for the fee-earners;

• Answering the telephone and dealing with queries/taking messages as appropriate; arranging telephone conference calls and sending dial-in appointments as required;

• Generally assisting secretaries, associates and partners as requested.

Candidate profile:

This is a challenging role offering actual experience working in a legal environment (with secretarial training given as and when possible).  The successful candidate must have excellent communication skills and enjoy working in an involved team environment.  They must be highly organised.  They must have a flexible nature and a co-operative and willing attitude.

Specialist experience:

• Some office work experience would be an advantage

Abilities and desired qualities:

• Typing skills (40 wpm).

• Good eye for detail.

• Excellent organisational skills.

• Ability to communicate at all levels.

• Ability to meet deadlines and work under pressure.

• Professional in conduct and appearance.

• Punctual at all times.

• The ability to work overtime when required.

  IT skills required:

• Some experience or knowledge of Word, document management systems and Outlook would be beneficial, although not essential as full training will be provided.

  Educational and professional qualifications required:

• Good grammatical English - at least to GCSE standard or equivalent.