Administrative Assistant

Permanent, Full time, Birmingham (office working)

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 will be based within the firm’s RPCD NSL.

The person

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

o Recent office administration experience, or a relevant secretarial/administration qualification

o At least 5 GCSEs at Grade 4 (formally Grade C) or above to include mathematics and English (or equivalent)

o A good understanding of Microsoft Office systems; Word and Outlook

o Comfortable with technology and data inputting

In addition, the role requires someone who:

o Has the ability to work as part of a team and establish good working relationships

o Has good planning and organisational skills

o Remains calm under pressure

o Has good communication skills

o Provides outstanding support and client service at all times

o Has excellent attention to detail

The activities

Clients

o Support the Executive Assistants as required with travel arrangements, inputting of expenses, booking of meeting rooms and catering

o Support the Executive Assistants in the organisation of meetings/seminars

o Consider each situation and use the appropriate form of communication, for example, emails, telephone calls or face to face conversations

o Work within and adhere to all of the firm’s policies, procedures and processes including adherence to client service standards (“CSS”)

o Investigate problems and, with the support of other members of the Executive Support Services (ESS) team, produce a satisfactory solution

Leadership

o Read firm communications and support new initiatives

o 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

o Understand the basic legal processes involved in the work you are covering and understand what is required in order to comply with these

o The firm is committed to innovation in all areas. Within your role, consider and put forward better and new ways of working

Business Management

o 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

o Ensure files are retrieved promptly from storage

o 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

o 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

o Attend meetings when required and notify the appropriate person if unable to attend a meeting or training and rearrange as necessary

Technical Excellence

o Ensure you are confident with the filing structure, enabling you to complete any filing/e-filing promptly and accurately

o 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

o Ensure all photocopying, printing, paginating, indexing and scanning is completed to a high standard, seeking assistance and guidance from the reprographics team as appropriate

o 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 access your character and suitability.

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.