Administrator / Secretary – Social Housing

Administrator/Secretary – Social Housing

Team: Social Housing Location: Taunton

Job Title: Secretary/Administrator

Hours of work: Full time, 37.5 hours per week. Monday to Friday 9.00am – 5.30pm with a 1 hour unpaid lunch break

Purpose of the role:

To provide a high level of administrative assistance and support to a team of fee earners, providing a high level of administrative support to the Social Housing Team.

Main duties and responsibilities:

Documents and correspondence

• Production of documents
• Audio typing, drafting, taking responsibility for collating correspondence and enclosures
• Carry out property searches, use of searchflow and land Registry on line searches
• Collating search results, chasing outstanding replies and processing results
• Copying, scanning and faxing plus uploading information on to the extranet sites.
• Provide administration support on site set ups for plot sales and liaising with client and other parties.

Support of fee earners and partners

• Diary management, including arranging meetings and appointments for fee earners both internally and externally, taking responsibility for booking travel and meeting rooms as well as ensuring necessaryequipment and refreshments are booked
• Deal with incoming telephone calls in a professional and efficient manner.
• Screening, prioritising and dealing with fee earners’ incoming emails, post and voicemail.

Financial administration

• Assisting fee earners as required with daily time recording
• Manage the billing process from beginning to end, including preparing draft billing guides, checking figures for accuracy, checking all disbursements have been dealt with and drafting standard cover letters where appropriate
• Assisting fee earners and credit control with client queries regarding outstanding invoices
• Responsible for preparing and submitting fee earners’ expense claims, including chasing for receipts/relevant information following client meetings
• Sealing with incoming cheques and completing cheque requests

Skills, knowledge and experience:

• Outstanding levels of client service including attention to detail and a high standard of work presentation
• Demonstrates a wide range of skills including good interpersonal, organisational, verbal and written communication skills
• Highly-motivated, accurate, and works well under pressure
• Ability to multitask and prioritise workload
• Has a “can do” approach
• Professional telephone manner
• Relevant office experience (3 years +) including excellent MS Word and MS Outlook skills