Administrative Assistant (Leeds)

Leeds, Permanent, Full time

The role

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

The role is office based within the firm’s Northern Executive Support Services in Leeds working alongside the other two AAs in the team who provide support to all National Service Lines.

The person

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

• At least 6 months 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)
• An understanding of legal processes and experience of working in a law firm would be beneficial
• 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

The activities

Clients

• Support the Executive Assistants and lawyers 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 

Leadership

• Read firm communications and support new initiative
• 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

Business Management

• 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

Technical Excellence

• 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, scanning and court bundle preparation 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

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 executive level and the role profile that details the outcomes and activities expected of an executive across the firm is included with this job description.  Further information on the firm’s ESS career structure is available from the HR team.

The firm

What really sets Mills & Reeve apart from other law firms is the way we work with our clients. We understand that clients, in the 21st century, no longer want a traditional law firm – they want one that embraces forward thinking approaches to service, billing, commercial know-how, innovation, people management and community engagement.

Mills & Reeve is committed to providing an inclusive and supportive working environment. We are happy to consider flexible working arrangements and endeavour to achieve the right balance for both our people and the business. This attitude to flexible working ensures we continue to provide outstanding service to our clients, whilst allowing our people to develop their careers in the knowledge that personal priorities will remain just that.

If you would like any more information about Mills & Reeve, you can visit our website by clicking on the following link:

 http://www.mills-reeve.com/