Office Co-ordinator - London

Service Area:
Business Services
Salary Details:
About The Role

The basic purpose of the job and its primary objectives:

  • To provide full and comprehensive administrative support for the London office ensuring that all matters are dealt with effectively and efficiently.
  • To ensure that the London office operates smoothly at all times with regards to administration and office requirements.

Main Responsibilities:-

  • To take ownership of the day to day running of the office, ensuring all tasks are completed to the appropriate standards and within required timescales.
  • Liaise with the Facilities Team, Building Management and the Health and Safety Officer to ensure that relevant requirements and regulations for the London office are met and complied with at all times.
  • To take responsibility for the line management of the administration team, monitoring attendance, conducting return to work meetings, 1-2-1’s, check ins and performance management with assistance from the Legal Support Manager as required.
  • To ensure the effective allocation of work within the team, motivating and developing team members, encouraging flexibility and adaptability to business needs.
  • Identify and implement operational efficiencies with support from the Legal Support Manager.
  • Escalate any resource, performance or training concerns to the Legal Support Manager.
  • Ensure individual team members productivity, accuracy and output is measured consistently, preparing required statistics and reporting same to Legal Support Manager on a regular basis.
  • To work alongside other secretarial and administrative staff, providing cover, sharing resource and encouraging collaboration within own team and across teams.
  • To undertake general administration duties, supporting the administration team as necessary, including but not limited to; collating files in preparation for client audits; ensuring all incoming and outgoing post is dealt with in line with firm-wide process; creation of files; preparing files for closure and archive; and assisting fee-earners with ad-hoc admin tasks as and when required.
  • Take responsibility for stock control, ordering supplies for the office, ensuring cost efficiencies are maintained.
  • To ensure up to date knowledge, understanding and implementation of all relevant Horwich Farrelly policies and procedures, liaising with the Legal Support Manager with regards to clarification, advice and guidance as appropriate.
  • Be prepared to use a high degree of self-management and initiative.
  • Be willing to meet the challenges of difficult or complex changes, encouraging and supporting others to do the same.
  • To ensure the confidentiality of all the firm’s and client’s documentation and information in compliance with all DPA requirements.
  • Promote best practice at all times, acting as a positive role model for the firm's ethos and values.