The basic purpose of the job and its primary objectives:
- To ensure that all inbound and outbound post is prioritised and dealt with efficiently and effectively according to agreed processes and procedures.
Main Responsibilities:
- Open all incoming post and facilitate delivery to the correct departments and individuals in accordance with agreed timescales.
- Carry out electronic scanning of incoming post ensuring agreed process is adhered to.
- Provide filing support to fee-earning departments and floors on request.
- Collect post at timed intervals throughout the day from designated areas positioned on each floor.
- Process all outgoing post via Royal Mail, DX, Special Delivery and Courier as appropriate.
Other Responsibilities:
- Ensure all departmental mail is placed on the appropriate files accurately and as quickly as possible.
- Assist fee earners when required with rearrangement of filing cabinets, splitting of files etc.
- Ensure all the floors have a sufficient amount of paper and distribute paper and letterhead to all floors.
- Ensure that all incoming faxes are logged and delivered to the relevant individual in a timely manner.
- Identify unreferenced post by following agreed process and distribute accordingly.
- Retrieve archive files when requested.
- Responsible for regular replenishment of milk, coffee, tea and other refreshment stock to kitchen areas on each floor.
- Deliver by hand to local courts and any extra deliveries required around the city centre as required.
- Provide ad hoc admin support including providing cover to other offices as and when required
- To use all office equipment efficiently & competently.
- To ensure the confidentiality of all the firm’s and client’s documentation and information in compliance with all DPA requirements
In addition, the job holder is required to perform other responsibilities assigned by the management as and when requested which is not exhaustive and may include working in other operational support teams.