Our client, a highly respected public sector organisation based in Glasgow, require a Secretarial Administrator a temporary basis for at least 6 months. The salary for the role is £11.71 per hour. This is a part-time position working two days per week, Wednesday and Thursday but this could increase to include Monday after an initial period. Hours of work are 9.00am to 5.00pm.

A Basic Disclosure issued within the last 12 months is a requirement for this position.

Main purpose of role:
The essential part of the role is to provide an efficient Secretarial and Administrative service, with audio typing being the most significant function.

Accountabilities/Responsibilities:

- Transcribe copy and audio typing for Solicitors' letters, reports, court forms etc. Ensure all transcribed documents and actions are properly recorded within electronic and/or paper records and appropriately forwarded onto their intended recipient if applicable
- Ensure electronic and paper filing is carried out promptly and to a high standard
- Ensure all client records (paper and electronic records) are kept up-to-date and maintained with the highest degree of confidentiality, accuracy and data compliance
- Handle incoming and outgoing calls with a professional approach ensuring confidentiality is maintained and a high level of customer service delivered at all times. Take and relay accurate telephone messages promptly, recognising which actions should be acted on immediately and which need to be passed onto Solicitors
- Manage all incoming and outgoing channels of communication:- post; office inbox; electronic portals (such as COPFS and Legal Aid Online); fax and hand delivered items
- Manage the electronic and paper court diary, ensuring it is kept up-to-date and accessible to all within the office
- Retrieve hard and soft copy client information and produce accurate and timely management information
- Meet and greet clients and visitors, ensuring the highest level of customer service is delivered at all times
- Maintain the office petty cash and handle office expenditure invoices/receipts
- Liaise with Business Managers and/or corporate services on corporate matters such as facilities, security, health and safety, first aid, IS (Information Systems) etc
- Responsibility as key holder for the office, open and close the office as and when required

Key Skills and Requirements:

- Speed and accuracy in typing and audio typing (minimum of 60 w.p.m. in both)
- Ability to undertake high volumes of audio typing
- Flexibility, including a willingness to travel to/work in other offices as required
- Excellent oral and written communication skills
- Competent in using Microsoft Packages
- Experience of using spreadsheets, databases and/or case management systems
- Knowledge of filing and diary systems
- Ability to work alone with minimum supervision if required
- Excellent time management and organisational skills
- Excellent customer service skills
- A sound understanding of the need for confidentiality and data protection awareness

The following criteria would be desirable

- Experience of criminal law practise administration (highly desirable)
- Knowledge/experience of legal aid
- Previous experience of electronic case management systems
- Experience of working within an environment that can be unpredictable
- Experience of working/interacting with vulnerable clients/people
- Knowledge of Data Protection Act
- Knowledge of Freedom of Information Act