Office Assistant Cardiff, Wales
Job description
Lewis Silkin works with leading businesses to protect and enhance their most important assets - their ideas, their people, their brand and their future. We call it: Ideas. People. Possibilities.
With offices in London, Oxford, Manchester, Cardiff, Belfast, Dublin and Hong Kong, we are recognised by clients and industry alike as being distinct for our unique culture, market-leading practice areas, sector focused approach and for providing solutions to complex, multijurisdictional business challenges, with a pragmatic and human touch. We have two things at our core: people — both ours and our clients’— and a focus on creative, tech and innovative businesses.
Our culture is encapsulated by an ethos of bravery and kindness, guided by our values of Integrity, Clarity, Unity and Excellence (our ‘I-CUE’). We aim to provide a supportive environment for our people, clients and wider community and embrace diversity & inclusion, ensuring people are able to bring their full selves to work.
The Employment, Immigration and Reward Division is one of the leading employment law practices in the UK and consistently top ranked by independent legal directories, we have more recognised experts in employment than any other UK firm. With over 150 lawyers, Lewis Silkin’s employment and immigration team offers an unrivalled service supporting clients, including many of the world’s leading businesses, on their HR, employment and immigration law needs domestically and internationally.
The work of the team as a whole is a mix of contentious and non-contentious matters, for a wide range of clients. The lawyers undertake a significant amount of business development and knowledge-sharing including giving seminars, training the team and creating content for various channels and publications. There is a significant international element to the Division’s work, largely on account of its membership of the Ius Laboris international alliance of employment lawyers.
The overall objective of this varied role is to provide facilities and administrative support to the Cardiff office with a view to ensuring that individual tasks are completed cost-effectively and at the appropriate level.
The jobholder will provide administrative support and assistance to the members of the Cardiff office, at all levels, on a day-to-day basis as required including, but not limited to, copying, post distribution, room set-up and general facilities tasks. The role will report to the Cardiff Office Manager and requires on-site presence five days per week.
Key duties and responsibilities:
- Receiving and distributing post and arranging post to be sent externally;
- Greeting clients and visitors to the Cardiff office in a professional manner;
- Filing/scanning/photocopying on a day-to-day basis (file notes, post, etc.);
- Preparing meeting rooms and arranging refreshments for meetings, making sure rooms are set up correctly for internal meetings (i.e. ensuring, where appropriate, video conferencing is set up), booking couriers and other delivery methods as required;
- Clearing conference rooms after meetings;
- Supporting client events in the office;
- Ensuring stationery orders are up to date and that photocopiers are regularly stocked with paper;
- Monitoring the office laptops, troubleshooting any issues with the IT helpdesk;
- Archiving of files;
- Assisting with all facilities related tasks to ensure smooth running of the Cardiff office;
- Assisting secretarial team with tasks relating to invoicing clients e.g., filing disbursements with Finance;
- Assisting with client file opening and draft terms of business letters;
- Photocopying/scanning tribunal document/bundles as required, and often at short notice;
- Preparing and submitting expenses on behalf of fee earners using Chrome River portal;
- Assisting with ad hoc travel arrangements and organisation of travel documents;
- Assisting with research tasks as required;
- Generally assisting the office as requested;
- Any other reasonable task in line with the level of the role.
Candidate profile:
This is a challenging role offering experience in a fast-paced, professional environment. The successful candidate must have excellent communication skills, both written and oral, and enjoy working in an involved team environment. They must be highly organised with a flexible nature and a co-operative and willing attitude.
Abilities and desired qualities:
- Demonstrable office/administrative experience in a professional environment would be an advantage;
- Strong IT skills;
- A good eye for detail;
- Excellent organisational and communication skills;
- Ability to manage workload and work under pressure to meet deadlines;
- Enjoy working as a team player;
- The ability to work flexibly and to work overtime when required.
IT skills required:
- Experience or knowledge of Office 365, Word, Excel, Outlook, PowerPoint, Microsoft Teams, DocsCorp PDF Docs, Word Compare (DocsCorp CompareDocs), Document Management System (Netdocs), although full in-house training will be provided.
Educational and professional qualifications required:
- Good grammatical English - at least to GCSE standard or equivalent.
At Lewis Silkin our ethos is simple. We strive to do the best for our clients, our people and the communities in which we operate. We recognise that an inclusive workplace allows for all kinds of ideas and thoughts, a variety of points of view that can trigger discussions or deliver innovative results, and a wide range of versatile skills and expertise. We are proud of the diversity within Lewis Silkin and of our culture that allows people to be themselves at work, ensuring we provide the best possible service to our clients. We are committed to finding the right person for this role and are open to discussing flexible working patterns and office location.
