JOB OUTLINE
1. IDENTIFYING FACTS
POST TITLE:Office Assistant
DEPARTMENT:Administration Department
RESPONSIBLE TO:Office Manager
2. JOB PURPOSE
To provide Office Administration services to the Boston branch under the overall supervision of Alison Lowe.
3. JOB ACTIVITIES
3.1To maintain a high level of confidentiality at all times in relation to the firm’s employees as dictated by the Data Protection Act.
3.2To deal with incoming and outgoing post and Document Exchange in accordance with the Office Manual, including hand deliveries and faxing documents.
3.3To carry out photocopying and shredding at the request of fee earners and secretaries as delegated to you by the receptionist and to keep photocopying areas and photocopying stocks tidy to reduce fire risk around bins etc.
3.4To provide filing support for secretaries as and when is required.
3.5To empty post trays each morning and each afternoon and deliver internal post.
3.6To purchase consumables for the office, i.e. milk, coffee etc as and when is necessary.
3.7To provide refreshments when necessary for meetings.
3.8To fax documents when required.
3.9 To ensure that faxes received and phone messages are taken to the necessary fee earner/secretary immediately they are received.
3.10To store stationery and keep tidy the stationery cupboard and to produce a stationery order on a weekly basis to maintain good stock levels and to email this order to the Office Manager on a weekly basis.
3.11To be trained in reception duties and when trained to provide cover for reception during the receptionist's breaks, holidays, and sickness absence.
3.12To be trained in other areas e.g. computer usage etc to allow for personal development.
3.13In carrying out your duties to act at all times in a way that is consistent with the Firm’s professional status and promotes the good name and standing of the Firm.
3.14To keep the affairs of the Firm and its clients confidential and secret except as is necessary for the discharge of your duties.
3.15To report to the Firm’s Money Laundering Reporting Officer any suspicious transactions as specified in the Firm’s Money Laundering Manual.
3.16To carry out any other duties that are required as instructed by the Office Manager, any of the Firm’s Partners, the HR Manager and the Firm’s Secretarial Manager.
- ANALYSIS OF PERFORMANCE REQUIREMENTS AND CONDITIONS
4.1Supervisory and Managerial Responsibilities
None
4.2Decisions Made
Prioritise own workload within the time constraints dictated by the post.
4.3Work Complexity
Jobs are mainly routine but must be flexible to meet day to day demands.
4.4Supervision Received
Overall supervision from the Office Manager
4.5Contacts
Staff within the Firm, clients and outside organisations.
4.6Experience
Previous office experience not essential but the ability to use own initiative and work under pressure would be an advantage. Promotion will only be considered if the office assistant meets the criteria for a specific vacancy.
4.7Qualifications
Good basic education in English & Maths.
Opportunities will be given for further qualifications to be gained while employed.
Updated March2017