Vacancy: Secretarial Administrator – Edinburgh

Pdso

City of Edinburgh

On-site

GBP 21,000 - 32,000

Full time

14 days+

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Job summary

PDSO Edinburgh is seeking a Secretarial Administrator to provide efficient secretarial and administrative services within the network. You will report to the Network and Systems Coordinator and undertake office duties supporting multiple offices.

Key responsibilities include typing for solicitors, managing electronic and paper files, handling calls with discretion, front-desk duties, mail processing, and liaising on facilities and IS matters. Applicants should be organised and professional.

Qualifications

Audio and copy typing for solicitors' letters, reports, court documents and forms into the appropriate format for your own office, and across the PDSO network, ensuring a high quality of presentation and accuracy
Using the case management system to create and maintain electronic files along with maintaining live and closed paper files, and relevant filing systems in accordance with our privacy and records management policies
Provide telephone assistance by handling incoming and outgoing calls as appropriate with a professional approach ensuring confidentiality is maintained and a high level of customer service delivered at all times
Reception and front of office tasks including receiving and assisting clients, and visitors
Dealing with all incoming and outgoing mail with various communications methods including hard copy mail, emails, electronic portals (such as COPFS and Legal Aid Online) and hand delivered items; sort, link and prioritise for solicitors' attention
Processing various case documents including downloading, photocopying and scanning
Order stationery and process invoices through the Scottish Legal Aid Board's internal system
Liaise with the Network and Systems Coordinator, Business Manager and/or SLAB corporate services on corporate matters such as facilities, security, health and safety, first aid and IS (Information Systems)
Carry out any or all of the above tasks for other offices either from your own office or by working from another location
Other general office and administrative tasks as required.

Responsibilities

Audio and copy typing for solicitors' letters, reports, court documents and forms into the appropriate format for your own office, and across the PDSO network, ensuring a high quality of presentation and accuracy
Using the case management system to create and maintain electronic files along with maintaining live and closed paper files, and relevant filing systems in accordance with our privacy and records management policies
Provide telephone assistance by handling incoming and outgoing calls as appropriate with a professional approach ensuring confidentiality is maintained and a high level of customer service delivered at all times
Reception and front of office tasks including receiving and assisting clients, and visitors
Dealing with all incoming and outgoing mail with various communications methods including hard copy mail, emails, electronic portals (such as COPFS and Legal Aid Online) and hand delivered items; sort, link and prioritise for solicitors' attention
Processing various case documents including downloading, photocopying and scanning
Order stationery and process invoices through the Scottish Legal Aid Board's internal system
Liaise with the Network and Systems Coordinator, Business Manager and/or SLAB corporate services on corporate matters such as facilities, security, health and safety, first aid and IS (Information Systems)
Carry out any or all of the above tasks for other offices either from your own office or by working from another location
Other general office and administrative tasks as required.

Job description

Vacancy: Secretarial Administrator - Edinburgh

4 April 2023

We are currently recruiting a Secretarial Administrator for our Edinburgh office, to provide an efficient secretarial and administrative service within the PDSO Network.

Reporting to the Network and Systems Coordinator, you will undertake office administrative duties and provide an efficient business support service within the PDSO Network.

Main Duties and Responsibilities

Audio and copy typing for solicitors' letters, reports, court documents and forms into the appropriate format for your own office, and across the PDSO network, ensuring a high quality of presentation and accuracy
Using the case management system to create and maintain electronic files along with maintaining live and closed paper files, and relevant filing systems in accordance with our privacy and records management policies
Provide telephone assistance by handling incoming and outgoing calls as appropriate with a professional approach ensuring confidentiality is maintained and a high level of customer service delivered at all times
Reception and front of office tasks including receiving and assisting clients, and visitors
Dealing with all incoming and outgoing mail with various communications methods including hard copy mail, emails, electronic portals (such as COPFS and Legal Aid Online) and hand delivered items; sort, link and prioritise for solicitors' attention
Processing various case documents including downloading, photocopying and scanning
Order stationery and process invoices through the Scottish Legal Aid Board's internal system
Liaise with the Network and Systems Coordinator, Business Manager and/or SLAB corporate services on corporate matters such as facilities, security, health and safety, first aid and IS (Information Systems)
Carry out any or all of the above tasks for other offices either from your own office or by working from another location
Other general office and administrative tasks as required.

If this sounds like you, we’d love to hear from you.