Cambridge, full time
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 Executive Support Services team.
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
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
Consider each situation and use the appropriate form of communication, for example, emails, telephone calls or face to face conversations
Work within and adhere to all of the firm’s policies, procedures and processes including adherence to client service standards (“CSS”)
Investigate problems and, with the support of other members of the Executive Support Services (ESS) team, produce a satisfactory solution
Read firm communications and support new initiatives
Actively help others and be flexible/willing to go the extra mile to ensure work is completed on time, including having an awareness of workloads and priorities to assist and cover planned and unplanned absences
Understand the basic legal processes involved in the work you are covering and understand what is required in order to comply with these
The firm is committed to innovation in all areas. Within your role, consider and put forward better and new ways of working
Update the firms client database system ‘InterAction’ with any new clients or activities, ensuring mailing lists are up to date and amending contacts when necessary
Ensure files are retrieved promptly from storage
Demonstrate flexibility and a willingness to work outside contractual hours when necessary to ensure work is completed according to deadlines and to meet the demands of the business
Take responsibility for prioritising your own workload, requesting work when capacity arises and keeping the appropriate person informed as to progress, discussing as any problems that may arise
Attend meetings when required and notify the appropriate person if unable to attend a meeting or training and rearrange as necessary
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
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 access your character and suitability.
Disclosure and barring service check
This post is also subject to a satisfactory response from the Disclosure and Barring Service (DBS) to check for any previous criminal convictions/cautions.
The Mills & Reeve Executive Support Services (ESS) career structure
We have a firm wide ESS career structure and published career progression frameworks for each of the ESS roles of which there are five career levels. For the purposes of the framework, this role is at an assistant level and the role profile that details the outcomes and activities expected of an assistant across the firm is included with this job description. Further information on the firm’s ESS career structure is available from the HR team.
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