Team Administrator

3 weeks ago

London, United Kingdom Owen Reed Full time

We are looking to recruit a professional Team Administrator to join a top law firm in London. The Team Administrator will report to the Secretarial Manager.

Job Type: Full-time, Permanent

Overview of Role:

Provide effective and high-quality administrative support through delegation from the Secretarial Co-ordinator, Secretaries, and fee-earners that appropriately meets the requirements of the team. Support the team/office with regular and ad hoc administrative tasks and other secretarial tasks.

The Role & Team

What Will You Do:

Diary and Contact Management

  • Arrange the booking of:
  • Conference rooms
  • Video conference facilities
  • Taxis
  • Refreshments
  • Restaurants
  • Liaise with meeting attendees, both internal and external.
  • Organize travel arrangements including:
  • Booking and confirmation of reservations
  • Flights
  • Hotels
  • Car transfers
  • Ordering currency
  • Expense claims
  • Producing detailed itineraries.

Preparation of Key Documents and Correspondence

  • Assist with simple typing tasks including:
  • Digital dictation
  • Copy typing
  • Handwritten amendments.
  • Use the firm’s house style and proofread all work to ensure accuracy and consistency.
  • Assist in preparing:
  • Agendas
  • Presentations
  • Meeting papers
  • Regularly update fee earners’ CVs and coordinate CV sourcing for pitches.

Project/Matter Support

  • Assist Secretarial Co-ordinator, Secretaries, and Paralegals with internal project or matter-related ad-hoc duties.
  • Duties may include:
  • Uploading files to deal rooms and SharePoint
  • Printing, filing, and archiving
  • Couriering files and bundles
  • Supporting ad-hoc administrative tasks.

Administrative Tasks

  • Perform day-to-day administrative tasks such as:
  • Photocopying
  • Scanning
  • Delegating tasks when necessary.
  • Manage new client matter opening and related tasks.
  • Organize document management, including closing files and archiving.
  • Handle travel invoices and expense claims.
  • Submit invoices for payment and monitor progress.
  • Prepare WIP reports and assist with time recording.
  • Support fee-earners with maintenance of InterAction.
  • Assist with event management and routine administrative tasks.

What We’re Looking For

Education / Qualifications / Experience:

  • Some office experience desirable, although training will be provided.

General Skills:

  • Client service orientated approach
  • Proven working understanding of teamwork
  • Problem-solving skills
  • Strong computer skills, specifically in relation to MS Office
  • Good communication skills
  • Strong spelling and grammar
  • Self-management and excellent organizational skills
  • Accountability and professionalism
  • Attention to detail and discretion with confidential information
  • Ability to work effectively as part of a diverse and inclusive team
  • Ability to touch type quickly and accurately
  • Creative and forward-thinking approach to tasks

Other Requirements:

  • Flexibility with working hours
  • Awareness of and adherence to the firm’s policies and values

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