Job Summary
We are seeking a highly organised and detail-oriented Administrative Assistant to support our team in daily operations. The ideal candidate will possess strong office experience and administrative skills.
Based in the Hartlepool office the role holder also assists the Central Administration and Facilities team when not covering on reception.
Main duties and requirements
Admin
* Assisting with the opening and scanning of daily post each morning.
* Regular stock checks and ordering of stationery.
* Preparation and payment of invoices.
* Ordering publications.
* Purchasing stationery, consumables and improving supplier prices.
* Organising travel arrangements.
* Energy monitoring and management.
* Photocopying tasks.
* Preparing post for dispatch.
* Servicing meetings with food/refreshments.
* Checking/replenishing stock levels in meeting rooms, kitchens, toilets etc.
* Assist with file closing Inc. retrieval & management of files from storage units.
Reception cover:
* Provide daily lunchtime cover in Hartlepool, liaising with the receptionist to agree times.
* Provide cover for Hartlepool, Stockton and Wynyard receptionist holidays and, where required for periods of absence.
* Meet and Greet all visitors and clients ensuring details are recorded.
* Advise new clients in relation to which legal department can help them and assist in making appointments.
* Advise staff in a timely manner of client/visitor arrivals.
* Ensure the reception area and meeting rooms are tidy and welcoming.
* Ensure meeting rooms are scheduled properly for the people who have booked them.
* Assist with incoming post and ensure hand deliveries are logged.
* Ensure staff complete the attendance sheet and send to HR on a daily basis.
Any other tasks and responsibilities within the remit of the Admin & Facilities Department.
Preferred skills and experience
* Experience of administration and reception work in a legal or other professional services environment.
* Excellent standards of client care.
* An ability to remain calm and professional whilst maintaining a friendly and welcoming approach.
* Excellent organisational skills.
* Good keyboard and computer skills with confidence in using Outlook, Word, Excel and Client Management Systems.
* Excellent communication skills, face to face, telephone and by email.
* An NVQ or equivalent in Business Administration or Customer Services or appropriate experience.
* Discretion and confidentiality is essential.
* Proactive and able to use own initiative.
Person specification
* Self-motivation: energy; positivity; can-do attitude.
* Flexibility.
* Confidentiality and discretion.
* Proactive; willing to use initiative.
* Able to work well independently as well as part of a team.
* Valid driving licence and car owner.
Job Types: Full-time, Permanent
Benefits:
* Company pension
* Employee discount
* Health & wellbeing programme
* Private medical insurance
* Referral programme
* Sick pay
Experience:
* Receptionist: 1 year (preferred)
Work Location: In person