Admin Assistant

Description:

Administrative Assistant - Oxford - Central ESS - Full Time Location: Oxford
Type: Permanent, Full-time, Office-based

Role Overview:
The Administrative Assistant will be part of the Executive Support Services (ESS) team, providing vital support across all areas of the business. Reporting to the Executive Support Manager or Team Leader, the role involves assisting Executive Assistants by utilising available resources effectively. The role is based within the firm's Central Administration team, supporting all National Service Lines.

Candidate Profile:
To be successful in this busy and challenging role, your background should ideally include:
* Recent office administration experience or a relevant secretarial/administration qualification.
* At least 5 GCSEs at Grade 4 (formerly Grade C) or above, including Mathematics and English (or equivalent).
* Proficiency in Microsoft Office systems, particularly Word and Outlook.
* Comfort with technology and data inputting.
Additionally, the role requires someone who:
* Can work effectively as part of a team and establish good working relationships.
* Has strong planning and organisational skills.
* Remains calm under pressure.
* Possesses excellent communication skills.
* Provides outstanding support and client service.
* Has meticulous attention to detail.

Key Responsibilities:
Clients:
* Assist Executive Assistants with travel arrangements, expense input, and booking of meeting rooms and catering.
* Help organise meetings and seminars for Executive Assistants.
* Support Corporate Fee Earners with post-completion tasks.
* Use appropriate communication methods (email, telephone, face-to-face) based on the situation.
* Adhere to all firm policies, procedures, and client service standards (CSS).
* Investigate problems and, with ESS team support, produce satisfactory solutions.

Leadership:
* Stay informed on firm communications and support new initiatives.
* Actively help others and show flexibility, going the extra mile to ensure timely work completion.
* Understand basic legal processes involved in your work and comply with requirements.
* Suggest and implement better and new ways of working to support the firm's commitment to innovation.

Business Management:
* Update the client database system (InterAction) with new clients or activities, maintain mailing lists, and amend contacts as necessary.
* Ensure prompt retrieval of files from storage.
* Demonstrate flexibility by working outside contractual hours when necessary to meet deadlines and business demands.
* Prioritise your workload, request work when capacity allows, and keep the appropriate person informed of progress, discussing any arising problems.
* Attend meetings as required, and if unable to attend, notify the appropriate person and reschedule as necessary.

Technical Excellence:
* Be confident with the filing structure to complete filing or e-filing promptly and accurately.
* Manage the full archiving process, including closing files, archiving deeds/files, and scheduling documents per office procedures.
* Complete photocopying, printing, paginating, indexing, and scanning to a high standard, seeking guidance from the reprographics team as needed.
* Create overviews for post-completion matters.
* Create bible indexes and bibles (on Sharefile or PDF version).

Career Structure:
They offers a structured career progression framework within Business Services. This role is categorised at the Assistant level, with detailed outcomes and activities outlined in the role profile. Further information on the career structure is available from the HR team.
Pre-Employment Screening:
Offers of employment are subject to pre-employment screening, including a basic DBS check, right-to-work verification, disciplinary history review with the Solicitors Regulation Authority (SRA), and a self-declaration to assess suitability. Full screening policy details are available on request.

About
They are a leading UK law firm known for exceptional client service, a collaborative culture, and deep sector expertise. Serving a diverse clientele, the firm has been listed as one of the "Sunday Times 100 Best Companies to Work For" for the past 20 years. We are also proud Platinum Investors in People and consistently rated among Roll On Friday's "best law firms to work at." This role offers an excellent opportunity to develop your skills with a prominent UK law firm.

Search is an equal opportunities recruiter and we welcome applications from all suitably skilled or qualified applicants, regardless of their race, sex, disability, religion/beliefs, sexual orientation or age