We are seeking a highly organized and proactive Administrative Specialist to join our dynamic team. The ideal candidate will possess excellent communication skills, meticulous attention to detail, and the ability to manage various administrative tasks seamlessly. While a background in law is preferred, it is not essential for this role. This position offers a unique opportunity to contribute to the efficient functioning of our organization through proficient phone management, diary coordination, client communication, case management system utilization, database creation, and court bundle preparation.
- Minimum Qualification: Degree
- Experience Level: Mid level
- Experience Length: 4 years
- Phone Management: Handle incoming calls with professionalism and courtesy, directing inquiries to appropriate team members, and providing timely and accurate information.
- Diary Management: Maintain and organize schedules, appointments, and meetings for team members, ensuring effective time utilization and coordination.
- Client and Third-Party Communication: Regularly update clients and third parties on case progress, ensuring clear and concise communication while managing expectations.
- Case Management Systems: Utilize case management software to input and track relevant case information, ensuring data accuracy and up-to-date records.
- Database Creation: Develop and manage databases to organize and store essential information, fostering easy retrieval and efficient data management.
- Court Bundle Creation: Prepare comprehensive court bundles by collating and organizing legal documents, ensuring accuracy, completeness, and adherence to procedural requirements.
- Administrative Support: Provide general administrative support, including document preparation, filing, data entry, and other tasks as required to facilitate smooth operations.
- Team Collaboration: Work closely with legal professionals, support staff, and other team members to ensure seamless coordination and cooperation.
- Information Management Maintain confidentiality and security of sensitive information, following established protocols and best practices.
- Problem Solving: Proactively identify and address any administrative challenges or issues that may arise, seeking effective solutions to maintain workflow efficiency.
- Continuous Improvement: Contribute ideas and suggestions for process improvements, leveraging technology and innovative approaches to enhance administrative procedures.
- Minimum academic qualification of a Bachelor's degree in Business Administration
- Proven experience in administrative or office support roles, with a strong track record of effectively managing diverse tasks.
- Excellent verbal and written communication skills, with the ability to interact professionally with clients and colleagues.
- Proficiency in using various software applications, including Microsoft Office Suite and case management systems.
- Exceptional organizational skills and meticulous attention to detail.
- Ability to work independently and as part of a team, displaying adaptability and a positive attitude.
- Prior experience in the legal field is preferred but not mandatory.
- Strong multitasking skills and the capacity to prioritize tasks based on urgency and importance.
- Discretion and professionalism in handling confidential and sensitive information.
- Competitive salary commensurate with experience and qualifications.
- Professional development opportunities to enhance skills and knowledge.
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