Secretarial Administrator

Description

Our client in Aberdeen are looking to recruit a Secretarial Administrator on a 12 month placement covering maternity leave to provide an efficient secretarial, reception and administrative service within the office, acting as first point of contact for people telephoning or visiting the office, thereby assisting the business in its delivery of services to the public, agencies and organisations.

The client requires Monday and Tuesday cover each week from 9am – 5pm with a 36 minute unpaid lunch break each day. The rate is £11.71 per hour along with holiday accrual.

Main duties and responsibilities:

* Produce high quality copy and audio typing for solicitors’ letters, reports, court documents and forms
* Perform administrative and secretarial elements of file management: tasks in relation to file opening, legal aid application, using legal aid online, and file closure including preparation of notional legal aid accounts.
* Action incoming telephone calls from new callers, outside solicitors, agencies and existing clients, logging and diverting calls as appropriate and obtaining information and completing standard information sheet to enable further assessment by solicitor
* Action telephone calls on behalf of solicitors in their absence, recording and passing on messages as appropriate
* Receive incoming mail (whether postal or electronic) – sort, link and prioritise for solicitors’ attention and action outgoing mail
* Operate copying, scanning, shredding and printing functions in accordance with solicitors’ and office requirements
* Maintain filing system to ensure all information held is up-to-date and easily retrieved
* Maintain the computer record system, including inputting client and case details; and solicitor work details, on to the office computer system, administering payment and recording of case outlays, travel costs etc, administering the production of automated reports and circulating them to solicitors
* Maintain various diaries for cases and solicitors’ workloads
* Receive visitors and refer clients to solicitors
* Maintain petty cash system to pay day-to-day minor outlays
* Ordering stationary and paying invoices through the clients internal system, along with other responsibilities relating to office management

Essential Criteria

* Good oral and written communication skills
* Good interpersonal skills and the ability to deal sympathetically but assertively with members of the public
* Confidence in being the first point of contact for vulnerable clients
* Speed and accuracy in typing (minimum 60 w.p.m.)
* Knowledge of filing and diary systems
* Experience of accessing and updating databases (preferably Microsoft Access) and/or case management systems
* Ability to request information from (often stressed) clients and then collate in an appropriate format
* Ability to work accurately, meeting short and often competing deadlines
* Ability to work with minimum supervision, but effectively, as part of a team
* Ability to plan, organise and prioritise workload and use common sense
* A high degree of accuracy and attention to detail in message recording and information relaying

The postholder will be subject to a Disclosure Scotland check at Basic level

If you are interested in the role of Secretarial Administrator in Aberdeen, please apply online with a copy of your most up to date CV today

ASA Recruitment is one of Scotland’s largest independent multi-sector recruitment agencies. We specialise in providing effective tailored solutions for permanent, contract and temporary employment requirements for our Clients and Candidates. We are members of the REC and are ISO certified.

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