An exciting opportunity has become available for an Administration Assistant to join one of our clients in their office in Southampton. The successful candidate will need to have excellent communication skills both written and verbal, 12 months admin experience and the ability to effectively and independently manage a varied workload and happy to work to tight deadlines. If you have a science or electronics degree this would be an advantage!
We are looking for candidates with a good education (college or degree level) and some admin experience already. In this role you need to be able to take good notes, follow processes and procedures and have excellent accuracy and attention to detail.
Starting salary is £22,500
This job description describes the principal purpose and main elements of the job. It is a guide to the nature and main duties of the job as they exist currently, but it is not intended as a wholly comprehensive or permanent schedule, and it is not part of the contract of employment.
Duties include:
Assisting paralegals with administrative tasks including the filing and acknowledgment of emails.
Providing secretarial support including preparing specification amendments (electronically in
Microsoft Word or manual amendments from paper copies), generating standard letters and
invoices.
Audio typing of client letters and specifications.
Creating, running and amending standard and ad hoc reports in excel.
Uploading documents to in-house and client specific systems.
Under supervision, helping with daily and weekly reminders, allocating them to the correct Patent
Attorneys or Paralegals.
Completing set tasks, remembering to amend according to client peculiarities and the specifics of
the matter when necessary.
Assisting paralegals to meet urgent internal and legal deadlines.
Learning paralegal procedures and applying what has been learnt in order to deal with incoming
paralegal work without supervision
Person Specification:
Experience of working in a role where high levels of concentration and meticulous attention to
detail are critical.
Ability to work in a methodical manner and adopt a logical approach to individual tasks.
Ability to move to different stages in the process to complete each task assigned.
Experience of working to and meeting tight deadlines in an administrative environment.
Ability to prioritise and manage fluctuating workloads, demands and deadlines.
Willing and eager to learn with the ability to complete tasks as instructed.
Ability to learn the preferences / requirements of multiple Paralegals / Patent Attorneys and
clients and adapting approach to meet their needs.
Excellent written and verbal communication skills.
Ability to develop strong working relationships with colleagues and clients.
Ability to work independently and complete routine tasks without supervision.
Benefits:
· 25 days annual leave plus bank holidays, increasing with length of service
· Annual salary review and bonuses each year
· Pension
· Health insurance / dental insurance after 1 years’ service