Find a job 
Featured Companies 
Featured Universities 
For Companies At a Glance
- Tasks: Support our Edinburgh office with admin duties and be the friendly face for visitors.
- Company: Join a dynamic Facilities team in a professional environment in the heart of Edinburgh.
- Benefits: Enjoy a collaborative culture, flexible working options, and opportunities for personal growth.
- Why this job: Perfect for those who thrive in a busy setting and want to make a real impact.
- Qualifications: Experience in an office environment and proficiency in Microsoft 365 are essential.
- Other info: Bring your can-do attitude and attention to detail to help us shine!
The predicted salary is between 24000 - 36000 £ per year.
Job Description
Administrative Assistant / Receptionist
Location:Â Edinburgh
Â
An opportunity has arisen for an Administrative Assistant / Receptionist to join our Facilities team to provide support within our Edinburgh office.
Â
The post holder will carry out a range of administrative and office support duties in the Edinburgh Office and will be a main point of contact for our Edinburgh colleagues to report any facilities issues.
Â
Key responsibilities include:
- To greet visitors in person and on the telephone; and answer and transfer incoming calls to the appropriate colleague after introducing the caller.
- To arrange couriers / taxis and accurately record the details.
- To book meeting rooms and obtain details of the number of attendees; required room layout; catering requirements; IT / equipment requirements etc. and arrange as required.Â
- To liaise with Partners and managing agents of Edinburgh Quay Car Park re the booking of the BTO parking spaces.
- To maintain office security by following BTO policies and procedures. Maintain a visitor log; arrange visitor passes; timeously obtain the return of visitor / leaver BTO and building access passes. Report any lost access passes to IT and the Facilities Manager.
- To ensure that the reception area and client meetings rooms are tidy and well-presented and that catering supplies in the client meeting rooms and kitchens are replenished.
- To timeously open, scan and distribute incoming mail to the appropriate fee earners / admin support teams.
- To ensure that outgoing mail is correctly processed / franked and ready for uplift by the collection time.
- To deal with any copying, printing, scanning, binding, and filing requests as required. To update Counsel Papers for fee earners/Partners as required.
- To assist with archiving files / scanning files to our record management system.
- To deal with any general tasks required e.g. carrying out hand deliveries / collections; assist with court running to Courts; replenishing photocopier and office supplies; escorting / managing contractors while in the office; carrying out regular Health & Safety checks as advised by the Facilities Manager
- To order and maintain stationery / office supplies.
- To manage office petty cash and maintain records, processing payment requests with a monthly submission of balances to Finance Department.
Â
Skills and experience required for this role include:
- Experience of working in a professional office environment.
- Computer literacy, including use of Microsoft 365.
- Team player with a can-do attitude who is adaptable and capable of using initiative, while working within agreed procedures.
- Good interpersonal and written and oral communication skills.
- High level of attention to detail and capable of producing work of a high standard, while working to tight deadlines.
Â
To apply, please submit your CV along with a covering letter and details of your salary expectation.
NO AGENCIES PLEASE
Admin Assistant employer: BTO Solicitors LLP
Contact Detail:
BTO Solicitors LLP Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Admin Assistant
✨Tip Number 1
Familiarise yourself with the specific administrative tasks mentioned in the job description. Understanding the nuances of managing office supplies, handling visitor logs, and coordinating meeting room arrangements will show that you are proactive and ready to hit the ground running.
✨Tip Number 2
Highlight your experience in a professional office environment during any informal conversations or networking opportunities. This can help you build rapport with potential colleagues and demonstrate that you understand the dynamics of an office setting.
✨Tip Number 3
Practice your communication skills, both verbal and written. Since you'll be the first point of contact for visitors and callers, being articulate and friendly can make a lasting impression on your future colleagues.
✨Tip Number 4
Showcase your attention to detail by preparing questions about the role or the company during any interviews or discussions. This not only demonstrates your interest but also your ability to think critically about the responsibilities you'll be taking on.
We think you need these skills to ace Admin Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in administrative roles. Emphasise your skills in Microsoft 365, communication, and attention to detail, as these are crucial for the Admin Assistant position.
Craft a Compelling Cover Letter: In your cover letter, express your enthusiasm for the role and the company. Mention specific responsibilities from the job description that you are excited about and how your previous experience aligns with them.
Showcase Your Interpersonal Skills: Since the role involves greeting visitors and handling calls, include examples in your application that demonstrate your strong interpersonal skills and ability to communicate effectively in a professional setting.
Detail Your Organisational Abilities: Highlight your organisational skills by providing examples of how you've successfully managed multiple tasks or projects in the past. This will show that you can handle the diverse responsibilities outlined in the job description.
How to prepare for a job interview at BTO Solicitors LLP
✨Showcase Your Communication Skills
As an Admin Assistant, you'll be the first point of contact for visitors and callers. During the interview, demonstrate your strong verbal communication skills by speaking clearly and confidently. Be prepared to discuss how you handle phone calls and greet visitors, as this will reflect your ability to represent the company well.
✨Highlight Your Organisational Abilities
The role requires excellent organisational skills, especially when booking meeting rooms and managing office supplies. Share specific examples from your past experiences where you successfully managed multiple tasks or projects simultaneously, showcasing your ability to stay organised under pressure.
✨Emphasise Attention to Detail
Attention to detail is crucial in this role, especially when processing mail and maintaining records. Prepare to discuss instances where your attention to detail made a significant difference in your work, such as catching errors or ensuring accuracy in documentation.
✨Demonstrate Your Team Player Attitude
Being a team player is essential for this position. During the interview, express your willingness to collaborate with colleagues and assist them with their needs. Share examples of how you've worked effectively within a team in previous roles, highlighting your adaptability and positive attitude.