Apprentice office assistant

Earlsfield | Contract, full-time
| £228 per week
Ref: NB9 (3 months ago)
College: South Thames College
Apprenticeship Course: Business Administrator Apprenticeship
Entry Requirements: GCSEs (or equivalent) including Maths & English

Key Task: Undertake certain elements of fee-earning work under supervision. In particular:

1.        To prepare correspondence and documents using audio typing, word processing or digital dictation methods.

2.        To administer filing systems, which will include daily filing and the opening, closing, storage and retrieval of client files in accordance with the detailed procedures contained in the office manual? 

3.        File Opening Procedures, including conflict checks and client/matter data input.

4.        Generation of suitable client care correspondence

5.        Drafting of standard documentation

6.        To arrange for all copying and scanning to be done.

7.        Attendance to routine client enquiries and communications in a professional and friendly manner in keeping with the practise’s standards for client care.

8.        Preparation of invoices and statements of accounts.

9.        Schedule appointments and diary entries for key Dates.

10.     Manage matter deadlines, monitor progress of matter and generate matter status reports

11.     The jobholder is not designated as a matter handler for file review purposes and does not therefore have his/her own file caseload.

 

Key Task: Undertake administrative and operational tasks under supervision.  In particular: 

1.        Typing and data input.

2.        Prepare mail and enclosures for despatch.  Also prepare despatch for DX. 

3.        When necessary take mail to Post Office

4.        Act as main receptionist.

5.        Answer telephone, route calls or take messages.

6.        To carry out stationary stock checks and submit stationary orders upon approval. 

7.        Assistance in conveyancing, wills and probate documentation, including preparation of conveyancing, wills and probate documents. 

8.        Aid in any operational and administrative capacity.

Key Task: Book-keeping and legal cashiering.  In particular:

1.        Daily banking functions including bank reconciliations.

2.        Administration and reconciliation of petty cash.

3.        The processing of client and office accounting transactions.

4.        The preparation of cheques

5.        The processing of bank transfers.

6.        The control of designated client deposit accounts.

7.        The preparation of credit control advice.

8.        The administration of the purchase ledger.

9.        Financial management reporting as required.

Key Task: Other duties

1.        To provide refreshments when asked to do so for clients and office staff.

2.        To prepare the conference room for meetings as necessary and ensure that it is clear and tidy at the en of the meeting.

3.        To help maintain the office and it’s presentation.

4.        To maintain the supply of office refreshments, toiletries and office equipment.

5.        To undertake any specific training when required to do so and take responsibility for own self-development.

6.        To ensure the confidentiality of all practise and client documentation and information.

7.        To promote the practise when and where possible.

8.        To maintain professional standards at all times.

9.        To be willing to travel from time to time.

10.     To carry out any other duties and responsibilities that may be required by the Principal of the firm.


PERSON SPECIFICATION

1.        Display a pleasant, but confidant manner in dealing with colleagues and clients.  Tact and resilience are essential qualities.

2.        An effective communicator, both orally and in writing, having a good command of English.

3.        Efficient and well organised, with good control of diary systems.

4.        Excellent word processing skills including Microsoft Office.

5.        Smart in appearance and manner and has a willingness to learn administrative skills in a professional office.

Earlsfield, UK

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