ADMINISTRATION ASSISTANT

Millar & Bryce Limited are Scotland’s premier firm of private Searchers, offering a wide range of services to the Scottish legal profession. To help meet the challenges of our successful growth in the market we currently have vacancies for  Administrative Assistants to work within our offices at Ocean Point, Ocean Drive, Edinburgh.

Hours: 35 per week working alternative patterns between 8am and 6pm as business needs dictate.  Flexibility in this regard will be a requirement of the role.

Job Purpose

The primary purpose of this role is to ensure efficient management of customer orders and the product ordering for online services.  The holder will be responsible for the validation and processing of sales orders; from receiving customer orders, entering them into workflow processing system as per agreed key performance indicators and undertaking order fulfilment processes from external suppliers.  The post holder will provide an efficient and effective administrative support service for the operational search teams. As a result, the role will require the holder to liaise confidently with customers, suppliers and also across the Company up to senior management level.

Main Duties and Responsibilities

  • To answer telephone queries as required and carry out instructions as requested, to include fax, scanning & emailing
  • Respond promptly (as per company policy) to customer enquiries, handle and resolve customer complaints in line with company policy
  • Undertake online report ordering for ‘one stop’ shop products and services
  • Schedule and validate Customer orders, organising
  • Ensure Customer service request hard copy responses, invoices and general correspondence are bagged and ready for collection at the end of each day
  • Provide internal customer service for colleagues
  • Communicate and coordinate with internal departments
  • Provide feedback on the efficiency of the customer service process

Knowledge and Experience Required

  •  Good administrative, planning and organisational skills
  • Strong problem solving skills
  • Ability to prioritise own workload and that of the department
  • Ability to develop and sustain good working relationships with individuals and organisations (internal and external)
  • Ability to work under direction, as part of a team and on own initiative
  • Ability to multi-task and prioritise
  • Possess a pro-active attitude and focus efforts on meeting customer needs
  • Motivated, enthusiastic and a good communicator
  • Proficient in Microsoft applications and use of internal and external databases

Qualifications and Experience

  • Educated to National 5’s/Standard Grades or equivalent
  • 1 year administrative experience desirable
  • Experience of customer service preferable
  • Knowledge of customer service principles and practices
  • Knowledge of relevant computer applications and administrative procedures
  • Proficient numeric, oral and written language applications
  • Ability to identify and meet internal and external customers’ needs and requirements

Training will be provided in all other aspects of the role.

This is an excellent opportunity to work for a long established Scottish Company.  If you are a team-orientated player with excellent communication skills, please submit your CV to: recruitment@millar-bryce.com closing date for this role is 17 May 2019.

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LEGAL SEARCHER

Millar & Bryce Limited are Scotland’s premier firm of private Searchers.  Offering a wide range of services to the Scottish legal profession, we currently have available as part of our growth strategy, we have vacancies for Legal Searchers, working on property and/or personal searches in our Conveyancing Department, based within our offices at Ocean Point, Ocean Drive, Edinburgh.

The ideal candidate will have knowledge of searching the appropriate Registers, have excellent organisational and administrative skills, will be able to work in a fast paced environment which will be subject to numerous schedule and priority changes and short notice activity.

Hours: 35 per week working alternative patterns between 8am and 6pm as business needs dictate. Flexibility in this regard will be a requirement of the role.

Duties & Responsibilities

  •  Validate Customer orders and clarify content where required
  • Organise own workloads to meet customer timeframes
  • Work within the team environment to ensure workload are prioritised ensuring team goals and objectives are achieved
  • Update and maintain in-house databases and undertaken audit requirements as per company policy
  • Provide support to all Customers with general enquiries and technical queries pre and post Customer ordering
  • Provide product or service information including advising on product USP’s
  • Communicate and coordinate with internal departments
  • Ensure customer reports are completed accurately, in a timely manner and to targeted levels (where relevant)
  • Familiarity with Registers Direct, Scotlis and its application of searching.  Undertake a full understanding of searching methods
  • Provide internal customer service for colleagues
  • Communicate and coordinate with internal departments
  • Deal with telephone enquiries in a professional and helpful manner and ensure that customer promises are delivered

 Qualifications & Experience

 Educated to SCE Higher level or equivalent

  • Full understanding of searching Sasine and/or Land Register data
  • Knowledge of Scottish Geography
  • Product knowledge of Legal Reports
  • 2 years progressive customer service experience
  • Proficient numeric, oral and written language applications
  • Ability to identify and meet customers’ needs and their requirements

If you have the ability to work flexibly, often under pressure to meet deadlines and targets, are a team orientated player with excellent communication skills please provide a CV and supporting statement outlining how your skills and experience will meet the demands of the role quoting your present salary to recruitment@millar-bryce.com by 17 May 2019.

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TRAINEE SEARCHER/MODERN APPRENTICE

Millar & Bryce Limited are Scotland’s premier firm of private Searchers, offering a wide range of services to the Scottish legal profession. To help meet the challenges of our successful growth in the market we currently have vacancies for Trainee Searchers/Modern Apprentice’s to work within our offices at Ocean Point, Ocean Drive, Edinburgh.

Hours: 35 per week working alternative patterns between 8am and 6pm as business needs dictate.  Flexibility in this regard will be a requirement of the role.

Job Purpose

The primary purpose of this role is to gain experience within a busy office with an end goal of being proficient in all Administration duties and Searches produced by the Company.

Main Duties and Responsibilities

  •  Prepare reports as per agent’s instructions
  • Ensure reports are completed accurately, in a timely manner and to targeted levels
  • Develop a familiarity with Registers Direct/ScotLIS and its application to searching.
  • Gain an understanding of searching methods
  • Draft correspondence to agents as appropriate
  • Deal with telephone enquiries in a courteous manner and ensure that information is followed up by correspondence or note where appropriate
  • Assist and liaise with other departments as is necessary in the performance of your duties
  • Update in-house databases as required or instructed from time to time
  • Carry out administration duties

 Knowledge and Experience Required

  •  Ability to develop and sustain good working relationships with individuals and organisations (internal and external)
  • Able to work under direction, as part of a team and on personal initiative
  • Excellent telephone manner required
  • An ability to multi-task and prioritise a varied workload
  • A proactive attitude
  • Proficiency in Microsoft (training provided in the use of office based software)
  • Able to work flexibly and under pressure to meet deadlines and targets
  • Motivated, enthusiastic and with good communication skills
  • To complete a Business Administration qualification (Modern Apprentice).

 Qualifications and Experience

  • Educated to National 5’s/Standard Grades or equivalent
  • Knowledge of customer service principles and practices
  • Knowledge of relevant computer applications and administrative procedures
  • Proficient numeric, oral and written language applications
  • Ability to identify and meet internal and external customers’ needs and requirements

Training will be provided in all other aspects of the role.

This is an excellent opportunity to work for a long established Scottish Company.  If you are a team-orientated player with excellent communication skills, please submit your CV to: recruitment@millar-bryce.com closing date for this role is 17 May 2019.

 

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Equal Opportunities Statement

Millar & Bryce Limited is committed to promoting equality of opportunity and treatment and to eliminating unfair discrimination in its employment practices. It will seek to ensure that all job applicants and staff are treated fairly, with respect and without bias. No job applicant or member of staff will receive less favourable treatment than others because of her or his gender, gender identity, sexual orientation, marital, family or part-time status, racial group (includes colour, race, nationality, national or ethnic origin), religion, disability (unless objectively justified), age (subject to the operation of a retirement age policy) or trade union membership/non membership/activities.


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