Administration Assistant

Administration Assistant

Department: Global Support Team (secretarial & administration support)

Employment Type: Permanent

Location: Guernsey

Description

Collaboration is key to how we work and we are looking for an Administration Assistant to join our innovative Global Support Team to provide administrative and secretarial support to the business.

We are proud of the varied positions that our team members assume, primarily providing local support but also linking in with a global network of colleagues to keep the business moving forward.

Key Responsibilities

• Answering incoming telephone calls and taking and relaying accurate messages.
• Ownership of allocated administrative tasks, with a primary focus on providing dedicated support to the fee earners within the Guernsey Property team whilst also contributing to the wider business support requirements.
• Undertaking the administrative aspects of new matter openings, ensuring client and matter records are accurately maintained and active files are kept up to date (including filing of emails and correspondence, photocopying, printing and scanning), and archiving closed matters in accordance with firm procedures.
• Assisting with the production of documents (e.g. Cadastre Letters, Title Deed enclosure letters). Typing up, binding and formatting documentation required.
• Processing expenses and payments, preparing the weekly cheques for Contracts Court, preparing invoices and sending out to the client, liaising with our finance team to check for incoming payments and following up of payments with clients.
• Maintaining diaries and task lists as necessary. Organising in-house and external meetings and supporting with witnessing of Wills when required.
• Booking of restaurants and/or hotels and making travel arrangements for the fee earners.
• Maintaining firm contacts on our in house system including inputting new companies and individuals.
• Supporting other team members in busier periods, including reception cover from time to time.
• Ensuring adequate supplies of stationery stocks are maintained for your area.
• Actively participating in team meetings, social events and such other duties as the firm may reasonably require from time to time.

Skills, Knowledge and Expertise

If you're interested in being part of a collaborative team, where there's a chance to develop your administration skills, then this could be for you. Individuals will need to have a tech savvy outlook and be comfortable working within a busy environment where quality of work is key.

We are looking for somebody who has previous administration experience (ideally in a legal or professional services environment).

You will need to have good organisational skills with an ability to efficiently and effectively manage your own time and prioritise your workload. Strong attention to detail is essential and you will need to be proficient in Word and Outlook and ideally have a working knowledge of Excel and PowerPoint. In-house training on all our systems will be provided.

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