Admin Assistant

Experience level: Entry level
Term: Permanent
Working hours: Full-time (Monday-Friday, 09:00-17:30 (37.5 hours) - these may vary)
Reports to: The Partners
Team: Oxford
Location: Oxford
The firm

Winckworth Sherwood is an agile, well-rounded firm.

We’re now resolutely full service in terms of sectors and practice areas. Building on our traditional strengths – in particular real estate, parliamentary and ecclesiastical advice – we’ve recently been winning plaudits for our emerging corporate function.

Clients appreciate us for the quality of our work and for our cost-effectiveness. They also appreciate working with individuals rather than conformists: our partnership is a meeting of diverse and powerful minds.

Our location on the banks of the Thames at London Bridge reflects our personality as a firm. With the one hand, we touch the City; with the other, we touch the individuality of Borough Market and the prestige of South Bank.

We share many of the qualities of London itself. We’re always evolving, we’re inclusive, we blend commerciality and creativity rather wonderfully, and all human life is here.

The role

Responsible for:

Assisting with the efficient running of the Office, with specific responsibility for the incoming and outgoing mail, stationery ordering and supplies and archiving.  Ensuring that duties are completed in an organised and efficient manner.

Specific Duties:

1. Post duties

  • Open the morning post and distribute to a Partner, and then further distribute as required
  • Deal with the franking and sorting of all DX and GPO post
  • Deal with the delivery and collection of GPO post and DX
  • Sort and receive accounts post and send post to Head Office accounts
  • Daily re-direction of post and identification of non-referenced mail

 

2. Booking outgoing and receiving courier packages and deliveries

  • Prime responsibility for booking all outgoing couriers, recording the data accurately and ensuring that collection is prompt
  • Chasing collections and obtaining quotations if necessary
  • Prime responsibility for receiving and recording all incoming deliveries, including by hand and courier deliveries, and recording appropriately, informing the recipients and delivering if instructed to do so.

3. Ordering stationery

  • monitor stationery supplies and order as required, and order the supplies required by the office, including checking or orders and stationery items received
  • Distributing and tidying away stationery as necessary

4. Records

  • Archiving
  • Ensuring compliance with the closure of matters, including checking for the client closure letter, zero balance and, in the case of transfer of files, written notification to the client of change of fee earner
  • Proactively checking matter lists to ensure completed matters are closed
  • Archiving of closed files and sending to off site storage

5. Refreshments

  • Re-stock and order supplies as necessary
  • Ensure fridges are clean and that the kitchen is left in a tidy state

6. Meeting room set-up

  • Make sure that client meeting rooms are set up as instructed to a good standard, and that flip charts, pens etc. are supplied as per instructions
  • Serve teas and coffees as required for meetings, and clear as required

7. General admin assistance around the office

  • Assist with any copying and binding requirements
  • Ensure printers are full of paper
  • Ensure rubbish is cleared, and that fire exits are clear of obstruction
  • Report any cleaning problems or issues, or make known any additional requirements

Modifications and variations

This outline job description may be varied in light of experience or developing needs within the office services, and the moving of and relocation of the office.

Candidate specification

The Admin Assistant is expected to be flexible and adaptable, and to work in the areas as directed and from time to time change the emphasis of their work. They need to be punctual, conscientious, self-motivated and proactive, but at the same time know when to ask for help.