General Office Assistant

Closing date: 
Fri, 09/03/2012
Type: 
Business Administration
Business Area: 
Legal
Location: 
22 St John Street, Manchester M3 4EB
Salary: 
National Minimum Wage
Working Hours: 
Monday – Friday, 9.15am – 5.30pm each day

Working closely with reception and secretarial services but reporting directly to the Office Practice Manager and Manchester Partners with responsibility for the following key areas:

General Office Services
 Checking and distribution of incoming facsimiles.
 Checking and preparation of outgoing Royal Mail and DX to include Special, Recorded and Tracked delivery services, airmail etc. Advising colleagues on the best service to use for their needs.
 Arranging courier services where Royal Mail and DX are not suitable.
 By Hand deliveries.
 Reprographics; photocopying, binding, laminating.
 Assisting with the preparation of court bundles.
 Archiving; closing and storing new dead files using Elite, retrieval of deeds and files from onsite and offsite storage, returning deeds and files to storage, recording the movement of files and deeds using Elite.
 Checking and maintaining stocks and supplies to include general stationery, branded material (letterhead, compliment slips, document corners) and special items such as binding materials, laminating pouches, DX labels, stamps etc.
 Filling of all printers, photocopiers and fax machines with the appropriate paper.
 Maintaining stationery levels in the stationery cupboards and paper levels on each floor.
 Oversee onsite disposal of confidential waste.

Reception and Client Care
 Providing ad hoc reception cover when the receptionist is absent. To include dealing with telephone calls on a national switchboard, booking meeting rooms, arranging taxi’s, meeting and greeting clients, arranging and/or providing meeting room refreshments, keeping the reception area and meeting rooms neat and tidy and checking stock of branded stationery and brochures.
 Liaising with Marketing if branded stationery and brochures need re-filling.

Maintenance and Housekeeping
 Ensuring immediate work area (general office) is neat and tidy and stock is easily identifiable and stored in an organised manner.
 Ensuring other areas where stock is stored are also kept neat and tidy (cellar, stationery cupboards).
 Moving card board delivery boxes to our recycling area.
 Rotation of confidential waste bags.
 Assist the Office Practice Manager by inspecting the building and equipment, reporting faults and contacting maintenance providers as required.

IT
 Performing ad hoc duties at the request and under the instruction of our London based IT team.
 Setting up IT equipment for meetings and presentations.

Other
 Carrying out any other tasks as at times required.

Future Prospects: 
The firm has a very good level of retention and a record for developing employees who are bright and enthusiastic.
Skills required: 
Office/Administration skills are not essential as full training will be provided. Basic awareness and use of IT to include Microsoft systems (Outlook, Word) advantaqeous.
Qualifications required: 
5 plus GCSE’s (to include English and Maths) or equivalent as a minimum.
Personal qualities: 
The successful candidate should have excellent interpersonal skills, the ability to organise and prioritise, be reliable, trustworthy and able to work without close supervision.