Office Supervisor.

  • Belfast, County Antrim
  • Up to £11.39 per hour

Office Supervisor

  • Belfast, County Antrim
  • Up to £11.39 per hour
  • Posted September 28, 2023

Office Supervisor

Main Purpose

To assume responsibility for all of the administrative activities that facilitate the smooth running of the Legal Services office, including ensuring records and reports are prepared and up to date and assisting with financial management and regulatory requirements of Legal Services, as well as supervising a small administrative team and contributing to the provision of general secretarial support to the solicitors when required.

Key Responsilibities

  • Providing general secretarial support to the solicitors as and when required and work collaboratively with other staff in the administrative team, providing support and cover as required, to ensure a flexible and responsive secretarial and clerical service for the Legal Services team.
  • Ensuring that relevant records within the Legal Services department are up to date.
  • To assist with the financial management and regulatory requirements of the office, including the attainment and maintenance of ISO 9001.
  • Organising people, information and other resources to ensure that all administration processes within the Legal Services department work effectively.

Legal Services administration team duties

  • Using a range of office software, including email, spreadsheets and databases to ensure the efficient running of the office.
  • Assisting with business planning within Legal Services
  • Managing online and paper filing systems
  • Developing and implementing new administrative systems, such as record management
  • Ensuring that office equipment is maintained.
  • Recording and monitoring office expenditure to assist in the setting of Legal Services’ annual budget (including preparing, collating and analysing relevant data) and reporting on same to Head of Legal Services
  • Organising the office layout and maintaining supplies of stationery and equipment
  • Supervising the condition of the office and arranging for necessary repairs, including ensuring telephones, printers, computers, faxes, copiers and other office machinery are well maintained and appropriate for the needs of the office
  • Maintaining the office library (manual and electronic) and ensuring all solicitors have access to relevant publications in a cost effective manner
  • Organising staff meetings and recording the minutes in relation to same
  • Ensuring adequate staff levels to cover for absences
  • Allocating work to staff, monitoring their workload and output and reporting on same to Head of Legal Services
  • Monitoring and providing feedback on administrative staff performance to Line Manager
  • Responding to customer enquiries and complaints
  • Implementing organisational health and safety policy and ensuring same is observed
  • Supervising and maintaining solicitors’ continued professional development and training records
  • Renewing solicitors’ Practising Certificates
  • Performing the role of ISO Quality Manager including applying for and maintaining compliance with ISO accreditation/standards, ensuring all policies and procedures are up to date and amended as and when required, and providing training on policies and procedures where required
  • Maintaining the Legal Services’ database (GMA Office Manager on Microsoft Access)
  • Managing and maintaining the content of Legal Services’ organisational intranet profile

You must

  • Possess a BTEC HNC (Level 4) or equivalent level qualification.
  • Possess 2 years relevant general administrative experience.

If interested, please apply via the link or forward your CV before 3pm on 2nd October

This opportunity is no longer accepting applications.

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