Administrative Assistant

Duncan Lewis Solicitors (Ltd):

Regulated by the Solicitor’s Regulation Authority, Duncan Lewis Solicitors was founded in 1998 and is headquartered in the City of London (Fenchurch Street EC3M), with offices nationwide. We are recognised by the Legal 500 and Chambers & Partners UK independent legal directories as a top-tier law firm in all of our key practice areas – “a diligent and professional team that is prepared to go the extra mile for its clients”. A paperless law firm with over 500 personnel that embraces hybrid-working, we service both corporate entities and private individuals in over 25 areas of law across 60 languages. We give people a voice - that is our ethos.

Recognised among The Times 200 Best Law Firms, we have been awarded Law Firm of the Year at the 2024 Lexis Nexis Awards and 2023 Modern Law Awards, reflecting our dedication to legal expertise and client service. We hold Investors in People Gold Standard accreditation for over 15 years, showcasing our commitment to professional development. Duncan Lewis is also Law Society Lexcel, Cyber Essentials Plus, and ISO 27001 certified, ensuring excellence in practice management and data security.

We are committed to recruiting dedicated and talented professionals and welcome applications from exceptional candidates. At Duncan Lewis, we value training and diversity, and we take pride in our inclusive workforce.

Purpose

To provide comprehensive administrative support to Fee Earners, Support Teams, and the Management Board, ensuring the efficient day-to-day operation of the Firm's City office (Fenchurch Street). The Administrative Assistant plays a key role in maintaining effective administrative processes, managing documentation and correspondence, coordinating office activities, and contributing to the delivery of a professional and high-quality service across the Firm.

This role is a full-time office based role (Monday to Friday).

Main Responsibilities of the Role:

• Work as part of the Administrative Team responsible for the day-to-day handling of the Firm's incoming and outgoing post, DX, and the central retention of Original Documents in accordance with the Firm's Paperless Policy and Procedures.
• Undertake daily administrative tasks including the collection of incoming post/DX, post opening, sorting, scanning, photocopying, document filing, digital data processing, and arranging the internal couriering of documents across the Firm's London offices.
• Assist with the preparation and dispatch of outgoing mail and DX, including completing the necessary documentation and ensuring items are ready for collection at the designated time and location.
• Maintain and manage the storage, retention, retrieval, and tracking of Original Documents in accordance with Firm policies and procedures.
• Maintain stock levels of office supplies, including paper, toner, stationery, and kitchen supplies, ensuring accurate stock records are kept and orders are placed in a timely manner.
• Provide administrative support to Fee Earners, Support Teams, and the Management Board in relation to a wide range of office administration activities.
• Assist with document production, scanning, filing, archiving, data entry, and records management, ensuring accuracy and attention to detail at all times.
• Support the administration and coordination of meetings, training sessions, induction programmes, and other Firm events, including the preparation of materials and meeting rooms where required.
• Provide administrative support for the Firm's monthly induction programme for new joiners, including arranging refreshments, preparing materials, and ensuring facilities are available.
• Be available to work an early shift (08:30 to 16:30) at least twice per month to support induction and operational requirements where necessary.
• Actively participate in training and development opportunities to maintain and enhance knowledge, skills, and service delivery.
• Maintain a high standard of confidentiality and security in respect of client information, records, and Firm data.
• Provide effective cover for colleagues and undertake administrative duties across the wider team as required.
• Ensure reasonable care is taken at all times for the health, safety, and welfare of yourself and others, adhering to all Firm policies and procedures.
• Assist with any other administrative duties and projects reasonably requested by the Supervisor, Management Board, or other authorised managers.

Key Skills Required:

• Previous experience in an administrative, office support, or professional services environment would be desirable but is not essential.
• This is an entry-level role and would suit candidates looking to develop a career in office administration.
• Legal or law firm experience is not required for this position.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Excellent organisational and time management skills, with the ability to prioritise and manage multiple tasks.
• Strong interpersonal skills and the ability to communicate effectively with colleagues at all levels.
• A professional, proactive, and positive approach to work.
• Ability to work effectively in a fast-paced office environment and remain calm under pressure.
• Ability to work both independently and as part of a team.
• Self-motivated with the ability to use initiative and meet deadlines.
• Strong IT skills, including proficiency in Microsoft Office applications and the ability to accurately process and manage digital information and records.

The recruitment process will fully comply with GDPR and other applicable laws. Background checks including CRB / DBS checks will establish your eligibility to work in the UK and suitability to the role.

Equal Opportunities:

Duncan Lewis is committed to Equal Opportunities and embraces diversity of its staff. The Company strives to ensure that our staff reflects the diversity of the communities we serve, which is reflective at all levels within our workforce

We guarantee an interview for candidates that disclose a disability and meet the essential requirements for the post. Please provide additional details in your covering letter if this applies.

APPLICATIONS SUBMITTED BY AGENCIES WILL NOT BE ACCEPTED FOR THE ABOVE VACANCY