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Job description

The Firm

Established in 1799, TWM Solicitors LLP is a leading South East law firm with 200 people in offices across Surrey and London. We are a full service firm - for private clients we are renowned for family law, residential property, tax planning, trusts, wealth management and wills and probate and for business clients we have teams dealing with the full range of corporate and commercial law, dispute resolution, employment and commercial property.

Overview of the Vacancy

We are looking to recruit an Office Assistant for our Guildford office. The working hours are from 9.00am to 5.30pm Monday to Thursday and from 9.00am to 5.00pm on Friday, including one hour lunch break.

You will be carrying out the following duties including running the post desk, covering reception, photocopying, archiving, retrieving files, running errands, organising refreshments, doing some basic IT work and possibly some physical lifting. To be considered for this role, you will have the willingness to learn new skills and ideally have previous administrative experience within an office environment. You will possess excellent verbal and written communication skills paired with the ability to work in a discreet and sensitive manner. You will be courteous, alert, helpful, professional, patient, diplomatic and flexible.

Several people who started with the Firm in this role have progressed to roles such as Legal Secretary or Legal Assistant within a fee earning department or other central services department.

Job Description

Office Assistant Duties

• Runs the post desk and collects and delivers the post.
• Manages stationery stock.
• Runs errands in the town centre.
• Provides occasional cover on reception at lunchtime and during holiday/sickness absence.
• Maintains and monitors file archiving databases and undertakes associated administration duties including arranging for files to be collected or retrieved from storage as required.
• Undertakes general administration duties including faxing and photocopying (sometimes in large volumes and to distribute appropriately and in a timely manner).
• Archiving of files and deeds
• Undertakes some physical lifting.
• May be asked to undertake some basic IT work, possibly some typing (e.g. attendance notes)
• Undertakes some IT work in connection with the duties contained herein.
• Offers a co-operative and team oriented attitude to asking for work when not busy

Receptionist Duties: (the jobholder will be required to cover reception on occasions when one of the two receptionists is absent from work and/or on other occasions when the need arises. Reception hours are 8.00am to 6.00pm and the jobholder will be paid for extra time worked).

• Dresses in accordance with the Receptionist Dress Code (a clothing allowance will be paid).
• Welcomes clients calling for appointments, inviting the clients to wait in the waiting room and sign the visitors book in accordance with the Firm’s procedures.
• Makes and receives telephone calls, answering any queries helpfully and referring callers to other offices of the Firm if required.
• Puts calls through to Fee earners secretaries if they are unavailable or takes accurate messages.
• Accurately transcribes any messages from the answer phone each morning and delivers the messages accurately to the intended recipient as quickly as possible either by phone or email
• Deals with incoming and outgoing mail and faxes quickly and efficiently.
• Receives the post, deliveries, and miscellaneous items and distributes them in a timely and appropriate manner.
• Takes certified copies of documents from clients calling with identification for Money Laundering Regulation purposes.
• Keeps the reception area and waiting room tidy and free from litter at all times

Essential Qualifications

N/A

Essential skills, knowledge and abilities

• Good verbal communication skills
• Common sense
• A positive and willing attitude, particularly when dealing with colleagues
• Conscientiousness
• Initiative
• Ability to prioritise and self-motivate
• Flexibility
• Self confidence
• Trustworthiness

Desirable skills, knowledge and abilities (Competencies)

• Prior experience of an office environment
• Prior administrative experience
• IT skills

Job Types: Full-time, Permanent

Benefits:

• Company events
• Company pension
• Cycle to work scheme
• Life insurance
• Private medical insurance

Schedule:

• Monday to Friday

Supplemental pay types:

• Performance bonus

Ability to commute/relocate:

• Guildford GU1 4RD: reliably commute or plan to relocate before starting work (required)

Work Location: One location

Reference ID: #GA44