ROLE PROFILE
Postroom & Administrative Assistant
Six-Month Fixed-Term Contract
Reporting to
Office Manager / Operations Manager
Location
Office based
Contract
Six-month fixed-term contract
Hours
Monday to Friday; working hours to be agreed
Purpose of the Role
We are seeking a highly organised and reliable Postroom & Administrative Assistant to join the firm on a six-month fixed-term contract. The role is responsible for the efficient management of incoming and outgoing mail and courier services, while providing practical administrative support across the firm to help ensure the smooth day-to-day operation of the office.
The successful candidate will be proactive, adaptable and able to work accurately in a fast-paced legal environment, where confidentiality, professionalism and attention to detail are essential.
Key Responsibilities
Postroom Duties
- Receive, sort and distribute all incoming post and deliveries promptly and accurately. Prepare and dispatch outgoing post, recorded delivery and courier items. Arrange courier collections and deliveries as required and maintain accurate tracking records. Identify and prioritise urgent, confidential or time-sensitive legal documents. Scan and distribute incoming post electronically where required. Liaise with Royal Mail and courier providers regarding collections, deliveries and queries. Maintain appropriate stocks of postage supplies, envelopes and courier materials.
Administrative Support
- Scan, copy, print and prepare legal and business documents. Assist with electronic filing, document management, archiving and file retrieval. Provide general administrative support to legal and business support teams. Undertake accurate data entry and maintain administrative records. Order and replenish stationery and general office supplies. Support ad hoc administrative projects as directed.
Office Support
- Help maintain a tidy, professional and well-organised office environment. Monitor stationery, kitchen and office consumable stock levels. Assist with office moves, storage and other practical facilities tasks. Provide flexible support to the wider Operations team as required.
Person Specification
Essential
- Previous experience in an administrative, office support or postroom role. Excellent organisational skills and strong attention to detail. Ability to prioritise competing tasks and meet deadlines. Strong communication and interpersonal skills. Good IT skills, including Microsoft Outlook, Word and Excel. Ability to work independently and collaboratively as part of a team. A reliable, punctual, flexible and professional approach. Sound judgement and the ability to handle confidential information appropriately.
Desirable
- Previous experience within a law firm or professional services environment. Experience using a document management system. Knowledge of recorded delivery and legal postal procedures.
Skills & Competencies
Competency
What this means in practice
Highly organised
Plans work effectively and keeps accurate records.
Attention to detail
Processes documents and deliveries carefully and accurately.
Service focused
Responds helpfully and professionally to colleagues and visitors.
Proactive
Anticipates requirements and takes ownership of routine tasks.
Adaptable
Responds positively to changing priorities and varied duties.
Discreet
Handles confidential and sensitive information appropriately.
What Success Looks Like
- All incoming and outgoing post is processed accurately and on time each day. Urgent and confidential documents are identified and handled appropriately. Administrative requests are completed promptly and to a high standard. The office remains organised, well supplied and professionally presented. Positive working relationships are built across legal and business support teams. The role holder demonstrates reliability, flexibility and a consistently helpful approach throughout the contract.
Pay: £27,500.00-£29,000.00 per year
Work Location: In person
