PA/Client Services Administrator

Purpose of the Role

To provide a consistent administrative support across the firm. Focussed on a specific department and Partner(s) and broadening that support across the firm regularly and effectively. Collective responsibility for reception, taking responsibility for the client experience both physically at the offices and through correspondence and over the phone.

Responsibilities

Departmental Support

• Responsibilities to aligned Partner(s) and also across the firm, providing; diary management, call handling and general support as required.
• Critically review workload to determine the priority of tasks, seeking input from your line manager if you need guidance about what the priority should be.
• Provide administrative support to an aligned team and across the firm including creation, review, and distribution of correspondence and client information.
• Completion of firmwide digital dictation.
• Proactive client liaison – confirming appointments, recording data and and log details onto the Microsoft Schedule diary system to ensure optimum time management
• Handle telephone contact with clients, making appointments etc.
• Maintain seamless paperless office environment and ensure it is accurate and up to date.  Including regular archiving and proactive drive towards paperless office.
• Utilise firmwide systems including CCH, Fibre CRM, Docusign and several others to maintain accurate and secure data management.
• Organise lunches and other client contact activities.
• Support with meeting attendance and minutes where required
• Provide Marketing support where required
• Sorting and Scanning of post and documents for Partners and Departments
• Train new starters and existing staff on internal procedures, specifically relating to use of technology
• Any other ad hoc duties as and when required

Reception Support

• Take an active role on reception covering for periods of the week on a rota basis. This may require permanent physical presence on reception for several days a week, providing seamless front of house experience for visitors and our own people.
• Preparation and ownership of meeting rooms ensuring an outstanding client experience.
• Accurately process incoming and outgoing post, deliveries, couriers, and international mail.
• Take pride in the internal and external premises working in conjunction with the facilities team to report and deal with issues as they arise. This may include reporting issues in the meeting rooms, staff recreation room including, coffee machine, stock levels and liaising with cleaners.
• In conjunction with IT, Support users with meeting room technology and set up if needed.
• Work with IT to manage electronic signing in and out technology.
• Working with Admin team to maintain stock levels and order consumables, stationery and large meeting lunch orders for the business.

Critical Skills Required:

• Fully computer literate, including excellent Microsoft Office skills (Outlook, Word, Excel and PowerPoint)
• Excellent telephone manner with good interpersonal and communication skills
• Ability to work on your own or in a team
• Ability to work under pressure and prioritise work effective and efficiently
• Flexible attitude to work patterns
• Excellent organisation and administrative skills
• Accurate data inputting skills and eye for detail
• Ability to use initiative in terms of decision making

Critical Knowledge Required:

• Good overall business knowledge

Qualifications Required:

Essential:  GCSEs

Experience Required:

Essential: Minimum of 3 years in an Administrative role

Desirable: Experience as an Administrator in a practice environment
 

Personal Qualities           

• Live and breathe the Ellacotts core values
• Excellent communication skills
• Ability to work as part of a cross department team
• Highly level of integrity
• Attention to detail
• Enthusiastic and Positive
• Proactive approach to client service
• Organised
• Progressive approach to change and proactive in enhancing processes
   

Job Requirements

• Live within commuting distance of Banbury or Kettering
• Full time office-based role. With reduced access to flexible working in comparison the other roles due to the nature of the position.