Legal Administrator

Anderson Knight; Scotland; On-site; GBP 20,000 - 25,000; Full time

Job summary

A legal firm in Edinburgh is seeking an Administration Assistant / Receptionist. The role involves providing administrative support, managing reception tasks, and ensuring effective communication within the team. Key responsibilities include greeting visitors, organizing couriers, and managing meeting room arrangements. The ideal candidate will have experience in a professional office, be proficient in Microsoft 365, and exhibit strong attention to detail. This is a full-time onsite position, requiring collaboration within a dynamic team.

Qualifications

• Experience in a professional office environment.
• Proficiency in Microsoft 365 and general computer use.
• Strong interpersonal, written, and verbal communication skills.

Responsibilities

• Greet visitors in person and over the phone.
• Organise couriers and taxis.
• Book meeting rooms and manage setups.
• Handle incoming and outgoing mail.
• Manage petty cash.

Skills

Experience in a professional office environment

Proficiency in Microsoft 365

Strong interpersonal communication skills

Attention to detail

Ability to work under pressure

Job description

Anderson Knight are delighted to be recruiting a dual role for a legal firm in Edinburgh. The role contains both admin and receptionist duties and will be fully onsite 5 days a week.

Key Responsibilities

• Reception & Telephone Support: Greet visitors in person and over the phone, directing calls to the appropriate colleague after a brief introduction.

• Courier & Taxi Arrangements: Organise couriers and taxis, ensuring accurate records are kept.

• Meeting Room Management: Book meeting rooms, gather details on attendees, room setup, catering, and IT/equipment needs, and ensure arrangements are made.

• Office Security: Follow BTO security policies, maintain the visitor log, issue visitor passes, and report lost access passes to IT and Facilities.

• Office Presentation: Ensure the reception and meeting areas are tidy and well-presented. Replenish catering supplies in client meeting rooms and kitchens.

• Mail Handling: Open, scan, and distribute incoming mail to relevant colleagues. Ensure outgoing mail is correctly processed and ready for collection.

• General Admin Support: Handle tasks such as copying, printing, scanning, filing, and updating Counsel Papers. Assist with archiving and scanning files.

• Ad Hoc Tasks: Assist with deliveries, court runs, replenishing office supplies, managing contractors, and conducting Health & Safety checks as instructed by the Facilities Manager.

• Stationery & Supplies Management: Order and maintain office stationery and supplies.

• Petty Cash Management: Manage petty cash, record transactions, and submit monthly balance reports to the Finance Department.

• Facilities Reporting: Ensure the office is well-maintained and promptly report any issues to the Facilities Manager for action.

• Other Duties: Perform any other reception, admin, or facilities tasks as required.

Key Relationships

The job holder must build and maintain positive relationships with colleagues in the Edinburgh office and key contacts across the wider firm. Strong communication, a positive attitude, and effective teamwork are essential.

Teamwork

The Administration Assistant / Receptionist staff must collaborate to ensure tasks are completed efficiently and to a high standard, with duties shared evenly between team members.

Most Challenging Aspects of the Role

• Effectively prioritising tasks with competing deadlines to meet targets while maintaining high-quality work.
• Understanding and adapting to the varying working practices of different teams.

Knowledge, Skills, and Experience Required

Essential

• Experience in a professional office environment.
• Proficiency in Microsoft 365 and general computer use.
• A team player with a proactive, adaptable approach, able to work within established procedures.
• Strong interpersonal, written, and verbal communication skills.
• Excellent attention to detail, with the ability to produce high-quality work under pressure.

Submit your CV today to be considered for this wonderful opportunity.