We are recruiting an Administrative Officer for our Aberdeen office and a Secretarial Administrator for our Edinburgh office.
Administrative Officer (Grade 2) – Aberdeen
Application deadline: Monday 1 May, midnight
Reporting to the Network and Systems Coordinator, you will provide office administrative duties and contribute towards an efficient business support service within the CLAO Network.
Main Duties and Responsibilities
- Reception and front of office tasks
- Provide telephone assistance by taking incoming telephone calls, recording and passing on messages or diverting calls as appropriate
- Dealing with incoming and outgoing mail
- Using the case management system to create and maintain electronic files
- Maintain live and closed paper files, and relevant filing systems
- Processing various case documents including downloading, photocopying and scanning
- Other general office and administrative tasks as required
- Assist the Network and Systems Coordinator with remote or onsite delegated tasks for other offices
- Provide typing assistance as required, for example, style letters in line with Legal Aid Online (LAOL) notifications.
Secretarial Administrator (Grade 3) – Edinburgh
Application deadline: Monday 1 May, midnight
To provide an efficient secretarial and administrative service within the Civil Legal Assistance Office.
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 CLAO 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 either of these roles sounds like you then we’d love to hear from you.
How to apply
Full details about each role and an online application are available through our recruitment portal (external link).
Administrative Officer – Aberdeen details are here.
Secretarial Administrator – Edinburgh details are here.
