Administrative Assistant

Mills & Reeve LLP; Birmingham; On-site; GBP 20,000 - 30,000

Job description

An exciting opportunity to join our Birmingham office as a full time, permanent Administrative Assistant.

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 Regional Executive Support Manager or Executive Support Team Leader and is responsible for providing assistance to the Executive Assistants, utilising available resources as appropriate.

The person

Given that this is an entry level position, we are open as to your background and previous experience, although this is likely to include some involvement in customer service and/or office-based work.

The role requires someone who:

• is confident and able to build sustainable relationships with colleagues;
• is organised and methodical in how they approach their work;
• has good attention to detail;
• demonstrates good teamwork as well as being self-motivated;
• is proactive and uses their own initiative;
• is able to prioritise tasks in order to meet deadlines;
• will attend and participate in meetings; and
• is willing to take on new responsibilities and challenges and understands the requirement to upskill, taking responsibility for their own training and development, in an ever-evolving role.

The activities

Documentation comes in and out of the office in various ways. You will be involved in supporting the movement of data, documents and information which will include:

• Managing incoming and outgoing post items as directed;
• Filing;
• Managing emails coming into the business including electronic filing on client files;
• Managing the storage and retrieval of deeds, Wills and other original documents;
• Completing courier forms and arranging these as directed;
• Managing Special Deliveries and proof of posting; and
• Managing information that is saved in places such as data rooms and Sharefiles.

With appropriate training, you will be responsible for adding and amending data on the firm's client database, as well as assisting with financial housekeeping and file management. Tasks will include:

• Adding and amending contacts, flagging duplicate entries, logging referrals, managing mailing lists;
• Logging activities and running reports;
• Assisting with matter risks assessments, conflict checks and Central Inception;
• Assisting with file audits;
• Assisting with opening and closing files;
• Scheduling deeds and documents and archiving; and
• Assisting with online finance forms including raising purchase orders.

General support

You will be responsible for supporting the Executive Assistants, lawyers and Business Services and will be asked to complete a number of tasks that are likely to include:

• Copying, printing and scanning documents, using other available support services if required;
• Booking train tickets and travel using the firm's online system;
• Completing online expense claims on behalf of lawyers;
• Compiling document bundles, both online and in paper form;
• General document management that may include indexing, scheduling, paginating and binding; and
• It is likely that you will also be involved in ad hoc tasks delegated to you.

The benefits

As you'd expect, we offer a competitive salary and a wide range of benefits. Click here to find out more about our core benefit offering.

If we offer you a role, we will conduct comprehensive pre-employment screening. This screening will include, but is not limited to, a basic DBS, verification of your right to work, a three year employment history and a self-declaration to assess your character and suitability for the role. Full details of our pre-screening employment process are available upon request.

The firm

Mills & Reeve is centred on achieving more for clients, their businesses and the wider communities we serve. Our clients and their industries benefit from our knowledge and learning, and receive consistent experiences with no surprises. We tell them what they need to know when they need to know it.

We build personal relationships, with advice individually tailored to individual need. And if clients need things we don't offer, we draw on our network to give recommendations. Our 1,250 plus people and over 750 lawyers share one vision – achieving more for clients.

By joining Mills & Reeve, you'll have the chance to build your skills and experience within a firm that's not only ranked in the top 50 UK law firms, but also one that truly values their people. Our mantra is “Achieve more. Together.”, which we feel embodies our purpose and is more than just a catchphrase! We're also ranked in the Sunday Times Best Places to Work list, and were recently awarded Platinum Investors in People.

and finally

Everyone at Mills & Reeve brings a unique perspective and ideas to the team and we do everything we can to help each person to thrive. We're committed to providing an inclusive and supportive working environment, are happy to consider flexible working arrangements, and want to achieve the right balance for both our people and the firm. We encourage everyone to ask if they feel they need any workplace adjustments, and will do our best to support with these.