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11 months ago
Brodies LLP
Location: Edinburgh
Job type: Permanent
Category: Legal Assistant Jobs
JOB TITLE Office Management Assistant Based in Edinburgh REPORTING TO Office Manager JOB PURPOSE To work as a member of the Office Management team, helping achieve the team's objectives in
providing an efficient and effective service to the Firm's clients, partners and staff.

The Office Management Assistant's responsibilities include but are not limited to:  Delivering all aspects of reception and hospitality service to the highest possible standards,

meeting agreed service levels and response times;  Ensuring the Firm's incoming and outgoing mail requirements are met;  Providing a comprehensive reprographics service which includes all aspects of copying,

binding, scanning and general presentation of documents

This is a flexible role that involves supporting all the Office Management functions and requires

candidates to be willing to change roles and responsibilities on a regular basis. The successful

candidate will work – 6pm, totalling 25 hours per week. The successful candidate will also be

required to work until 8pm to support the firm events and seminar programme. The later shift will

be at set dates throughout the year and will be on a rota basis. CORE TASKS Reception & Hospitality:  Welcoming visitors and clients to the premises, ensuring that Brodies sign-in procedures are
followed;  Dealing with telephone calls promptly and efficiently;  Managing room and hospitality bookings, taxi bookings and parking;  Setting up meeting rooms in accordance with Brodies style;  Arranging hospitality and external catering;  Carrying out stock checks of catering supplies;  Assisting at client events; Despatch  Sorting, scanning and distributing incoming morning mail in a timely manner;  Ensuring outgoing mail is ready for collection when necessary;  Organising deliveries of internal and external courier items;

 Taking hand deliveries when requested Reprographics  Carrying out general printing / copy requests as efficiently as possible paying particular

attention to detail and timescales;  Scanning of documentation and emailing of files to requestors or importing on to the

Document Management System as required;  Assisting staff with the departmental copiers / printers Security  Be aware of Brodies’ information security policies, and protect information assets from

unauthorised access, disclosure, modification, destruction or interference at all times General  Distributing stationery & paper supplies to locations within the office when requested;  Regular emptying of all confidential waste bins;  Ensuring office entrance is well presented at all times;  Answering client’s requests/queries and providing best solutions;  Liaising with office contractors  Assisting with desk set up and office moves  Assisting with any ad hoc tasks which may arise in the office PERSON SPECIFICATION  Presents a professional image and provides a high quality service to clients, internal
customers and external suppliers;  Communicates in a confident, clear and concise manner;  Willing to be flexible and proactive;  Ability to deal with constantly changing priorities and deadlines;  Well organised and capable of working as an individual and as part of a team SKILLS  Prepared, organised & able to prioritise;  Excellent attention to detail;  Able to work efficiently and to strict timescales;  Proficient working with basic Microsoft applications, Outlook Word & Excel

Brodies is committed to equality, diversity & the creation of an inclusive work environment where

no partner, employee, potential employee or job applicant receives less favourable treatment. We

value the skills, experience and perspective that a diverse and representative workforce offers us in

terms of our ability to deliver top class legal services to our clients.

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