Administrative Assistant

Location: Birmingham
Discipline: Central Executive Support Services, Internal
Contact name: Roop Dhatt

Contact email: roop.dhatt@mills-reeve.com
Contact phone: +447795191497
Vacancy reference: 014929
Published: 4 months ago
Duration: Permanent
Closing date: 06 February 2022

The role 

Administrative Assistants are based within the Executive Support Services (ESS) team which is responsible for supporting all areas of the business.  The role reports to the relevant office’s Executive Support Manager or Executive Support Team Leader and is responsible for providing assistance to the Executive Assistants, utilising available resources as appropriate.    

The role is based within the firm’s Central Administration team, supporting all National Service Lines.

The person 

This is a busy and challenging role and to be successful, your background will probably include: 

  • Recent office administration experience, or a relevant secretarial/administration qualification 
  • At least 5 GCSEs at Grade 4 (formally Grade C) or above to include mathematics and English (or equivalent) 
  • A good understanding of Microsoft Office systems; Word and Outlook  
  • Comfortable with technology and data inputting. 

In addition, the role requires someone who: 

  • Has the ability to work as part of a team and establish good working relationships 
  • Has good planning and organisational skills 
  • Remains calm under pressure 
  • Has good communication skills  
  • Provides outstanding support and client service at all times 
  • Has excellent attention to detail 

Some of your day to day tasks will be as follows (list not exhaustive): 

  • Support the Executive Assistants as required with travel arrangements, inputting of expenses, booking of meeting rooms and catering 
  • Support the Executive Assistants in the organisation of meetings/seminars 
  • Ensure files are retrieved promptly from storage 
  • Ensure you are confident with the filing structure, enabling you to complete any filing/e-filing  promptly and accurately 
  • Manage the full archiving process to include closing files, archiving deeds/files and scheduling of documents in accordance with office procedures including updating computerised records with any document movements 
  • Ensure all photocopying, printing, paginating, indexing  and scanning is completed to a high standard, seeking assistance and guidance from the reprographics team as appropriate 
  • Type all documentation including letters, faxes and forms accurately and conforming to Mills & Reeve house style, when required 

Pre-employment screening 

Please note that, in the event that we make an offer of employment, we will conduct pre-employment screening that includes checks relating to your professional and academic qualifications, references from previous employers, your eligibility to work in the UK and any disciplinary history recorded with the Solicitors Regulation Authority (SRA). You will also be required to complete a self-declaration to assess your character and suitability. 

And finally 

Mills & Reeve is committed to building a diverse workforce and fostering an inclusive environment in which all our people can thrive. We hire people from a wide variety of backgrounds because it makes our firm stronger, and we have a collaborative culture that celebrates different perspectives and values respect for one another, working together, and openness and integrity. Our approach to flexible working means that we work in a way that achieves the right balance for our people, our clients and for our business.