Office Assistant

PQE: Not applicable
Term: Permanent
Working hours: Part-time (Part time x3 days per week, Tuesday to Thursday)
Reports to: Office Manager
Department: Employment
Location: Oxford
The firm

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, Cardiff, Manchester, 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 department

The EIR 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 including giving seminars and producing Lewis Silkin branded 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.

Responsibilities

Please note this role will be based in the Oxford office and will require presence in the office across the three days, there is no working from home option with this position.

 

  • Receiving and distributing daily post and end of day post room duties
  • Organising couriers within timeframe requested, ensuring collection/delivery both internally and externally
  • Answering reception front door and greeting clients and visitors at reception in a professional manner
  • Filing/scanning/photocopying on a day-to-day basis (file notes, post, etc.) 
  • Preparing meeting rooms for meetings/seminars/workshops; printing materials and managing attendance sheet
  • Organising monthly office free lunches
  • Ensuring smooth running of video conference meetings, having responsibility for smooth operation of VC / Teams systems and troubleshooting with the IT helpdesk
  • Looking after IT hardware troubleshooting with IT helpdesk with any issues, maintaining upgrades to internal laptops/IT equipment and managing stock
  • Maintaining stationery and IT stock and inventories weekly
  • Ensuring all photocopiers and printers are well stocked with paper and troubleshooting/liaising with copier companies
  • Responsibility for office archiving system
  • Reconciling petty cash float month end
  • To be trained to act as an Office First Aider, Fire Marshall and DSE Assessor (training courses provided for all)
  • Assisting secretarial team with tasks relating to invoicing clients eg, 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
  • Answering unattended telephones, taking messages accurately and ensuring delivery by email to the individual(s) concerned
  • Assisting with ad hoc travel arrangements and organisation of travel documents
  • Assisting with research tasks as required and any other reasonable task in line with the level of the role

Candidate profile

This is a challenging role which requires an individual to possess a professional manner with excellent communication skills both written and oral.  The post holder will enjoy working in a collaborative team environment and, on occasion, under pressure.  They will be highly organised with a co-operative, willing can-do attitude being essential.  This role requires course attendances in relation to health and safety.

Abilities and desired qualities

  • Professional office environment experience would be an advantage
  • Strong attention to detail and excellent organisational skills
  • Knowledge of principles and practices of basic office management and organisation
  • Experience of using office equipment including photocopiers, printers and scanners
  • Ability to manage self with busy workloads and able to meet deadline, working under pressure
  • Ability to communicate effectively and to follow oral and written instructions
  • Enjoy working automatously and as a team player and showing enthusiasm with the role
  • Professional both in conduct

IT skills required

  • Experience or knowledge of Office 365, Word, Excel, Outlook, PowerPoint, Teams, DocsCorp PDF Docs, Word Compare (DocsCorp CompareDocs), Document Management System (Netdocs) - full in-house training will be provided.
Additional information

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.