Operations Support Assistant

JOB DESCRIPTION:
Operations Support Assistant

SOMEK AND ASSOCIATES

ABOUT US

Somek & Associates is a brand leader in providing expert witness services for clinical negligence and personal injury litigation, as well as other areas of dispute involving health or disability issues including family matters, criminal cases, tribunal, coroner's court and professional regulation issues.

We take the business of being an expert witness seriously, aiming to provide first class expert witnesses, in addition to a quality service for our clients.

Our Vision

To be the organisation of choice for expert witness services in the UK.

Our Mission

• To ensure courts have the best expert evidence with which to deal with cases justly.
• To ensure lawyers litigating cases (and other case workers instructing us) have supreme confidence in their decisions based on our quality expert input.
• To ensure our expert input is seen as value for money.

Our Principles

• RESPECT - Creating a supportive, kind and inclusive environment.
• QUALITY - Delivering consistently high standards
• REPUTATION - Cultivating lasting relationships with clients and associates
• TEAMWORK and COMMUNICATION - Recognising unique contribution and rewarding success
• GROWTH - Developing the mindset to maximise the potential of our individuals and organisation

POSITION

Operations Support Assistants are part of the Operations Support Team. They manage and process incoming communications, including by phone, email and post. In doing this, they electronically file and label evidence and other documentation related to medico-legal cases. As part of their day-to-day operations, the team provides general administrative support to other teams in the organisation.

The Operations Support Team are integral to achieving our vision of being the organisation of choice for expert witness services in the UK. In addition to providing clients and experts an excellent customer service experience, their high quality and efficient processing of medico-legal materials allows other internal teams to deliver an exceptional service.

Hours:

Location:

Accountable to:

Full-time / permanent (Monday to Friday)

9am to 5.30pm (including 1 hour break)

9 Chess Business Park, Moor Road, Chesham, HP5 1SD

Operations Support Team Leader

PRIMARY RESPONSIBILITIES

• Being a primary contact for all telecommunications into the office, which will involve screening telephone calls, identifying the user in accordance with company policy and assigning to the appropriate S&A team member.
• Managing the company's email inboxes; reviewing and assigning messages to the correct case and staff member as appropriate.
• In managing the company's email inboxes and telephone switchboard; providing clients, experts and internal teams with a quality and positive experience.
• Managing all incoming and outgoing post; sorting, distributing and preparing post in accordance with company procedures.
• Providing front of house function; answering the door, greeting visitors and maintaining the visitor's book.
• Overseeing the scanning and/or processing of some confidential hard copy but primarily electronic documentation - this is mainly evidence and communications from solicitors - onto the database and ensuring the storage and destruction of evidence in accordance with company policy and GDPR.
• Reviewing and managing the various administrative task management systems on the database (e.g. Evidence Missing, Evidence Issues, Royal Mail Track & Trace etc).
• Processing requests and responses as allocated / tracked to you.
• Covering work for team members when appropriate.
• Providing ad-hoc training for junior team members.
• Developing and/or assisting in the development of Best Practice Standards. Ensuring they remain up-to-date with team practices / processes.
• Other general administrative duties where required.

All staff are part of the "Somek team" and may be required to assist any other team members when required and agreed with team leaders or their manager.

PERSON SPECIFICATION

Operations Support Assistants will need to:

• Have excellent attention to detail.
• Have excellent written and verbal communication and customer service skills.
• Be reliable and trustworthy.
• Be able to use own…