Office Services Administrator - Norwich

Ashtons Legal is a growing firm in the East of England with a focus on providing excellent legal advice to a diverse range of individuals, institutions, and executives across our region and beyond. We are a friendly and supportive team of professionals working together to ensure our clients receive the best advice possible.

About the team

The Office Services and Facilities teams support all colleagues with the day-to-day running of the office, enabling them to deliver a smooth service to our clients. The team is responsible for front-of-house, postal, and admin services across all locations, as well as Health and Safety, Manual Handling, and First Aid duties. You will be expected to take on these responsibilities with the necessary training.

Responsibilities

• Post Services
  • Sorting incoming post, scanning, and distributing it to the correct teams and divisions
  • Preparing outgoing post ready for collection at the designated time
  • Franking mail, ensuring all couriered and DX items are signed for and dealt with correctly
  • Ensuring cross-office post is ready for collection at the designated time
  • Resolving the owner of any unclaimed mail as far as possible
• Reprographics
  • Providing photocopying and binding services when requested to all teams
  • Taking ownership of each reprographics job, ensuring deadlines are met and end users are informed
  • Quality checking all completed work
  • Scanning documents, including preparing electronic and hard copy court bundles and bibles
  • Performing PDF amendments
• Filing, Archiving, and Retrieval
  • Assisting with archiving, sending, and retrieving boxes as needed
  • Occasionally assisting with file destruction at our Gorse site
  • Managing document systems, including maintenance and timely updating of paper files and online filing systems
  • Creating electronic files on relevant systems where needed
• Office Services
  • Maintaining sufficient stationery supplies and distributing them to each office upon request
• Reception Duties
  • Providing reception duties for client meetings, including organizing refreshments when necessary
  • Ensuring equipment required for client and internal meetings is set up and tested ahead of time (full training provided)

Tasks and responsibilities may be updated, and new processes introduced from time to time.

Requirements

• Strong attention to detail
• A methodical approach to work, even when dealing with routine tasks
• Pride in your work
• Strong communication skills – ability to liaise effectively and professionally with external and internal clients
• Ability to work on your own initiative, following set instructions without supervision
• Able to work well under pressure and with often conflicting deadlines
• Computer literate with a working knowledge of Microsoft Office and Outlook (training will be provided for firm-specific software)
• Flexible attitude to working alongside different team members
• Ability to use initiative to solve problems on the job

Schedule

35 hours per week, full-time. Core office hours are 9:00 AM to 5:00 PM.