Office Assistant

My client, a law firm in York, is looking for an office assistant to assist with the firm’s general office functions in the York office and to provide a first class service to clients, Partners, Lawyers and other members of staff.

2. Organisation
The successful candidate will work under the supervision of the York Office Manager.

3. Key Features
Hours of work are 8.15 am – 5.15 pm – Monday – Friday, but are subject to change by mutual agreement.

The main requirements of the job are:

• Opening, distribution, collection of internal and external post, DX in a timed manner
• Taking hand deliveries/collections to local destinations (eg Bank)
• Photocopying, binding, shredding of documents
• Placing stationery and consumable orders
• Ad hoc assignments as required by the York Office Manager
• Maintaining and cleaning all General office equipment
• Arrange couriers
• Arrange deliveries/collections
• Organise and print cheque requisition slips in the absence of the Office Manager
• Ensuring that stationery supplies in meeting rooms are sufficient and that these rooms are ready for business each morning in the absence of the Receptionist
• Prepare meeting rooms daily in the absence of Receptionist
• Making of refreshments for client meetings and provide buffet lunches for internal and external clients in the absence of Receptionist
• Manning reception to cover lunch breaks and other absences
• Arrange rooms for visiting Lawyers
• Log deeds in and out in the absence of the Receptionist

The jobholder will additionally be required to wear the firm’s uniform at all times whilst performing these duties.

4. Direction Received

Day to day directions are received from the York Office Manager, Partners, Lawyers and other members of staff.

5. Working Contacts

Frequent contact with Partners, Lawyers, other members of staff and clients.

6. Skills and Experience

The job is ideally suited to a person who has recently left full time education and is seeking their first employment. Candidates should have excellent interpersonal skills and be able to display an ability to deal with all contacts, especially in difficult circumstances. An ability to work within a small team is also desirable.

The successful candidate will also possess a courteous manner and will take pride in their appearance and in providing a first class service.

The job also requires an eye for detail in order to ensure that the duties are carried out exactly as instructed. Some IT skills are also desirable.