Team Administrator

2 weeks ago


Bristol, United Kingdom Simmons & Simmons LLP Full time

**Job title**: Team Administrator
**Job type**: Full Time, Permanent
**Location**: Bristol
**Reports to**: Secretarial Manager

**Main purpose of the role**:

- To 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
- To support the team/office with regular and ad hoc administrative tasks and other secretarial tasks

**Main Duties & Responsibilities**

Diary and contact management:

- Arrange the booking of conference rooms, video conference facilities, taxis
refreshments, restaurants, and liaising with meeting attendees, both internal and
external
- Organising travel arrangements through the firm's travel company, booking and
confirmation of reservations, flights, hotels, car transfers, ordering currency and
expense claims and producing detailed itineraries.

Administrative tasks:

- Day-to-day administrative tasks such as photocopying, scanning and demonstrating the ability to delegate to appropriate department(s) when necessary, e.g. for organising large volume printing, photocopying, document production.
- Effectively manage new client matter opening and any additional tasks and duties relating to this process, following Service Excellence workbooks and process throughout
- Organises document management, including closing of files, archiving and ensures that all relevant documents are filed electronically and paper-based, if required
- Dealing with and submission of travel invoices and expense claims using Chrome
River
- Submitting invoices for payment through the Accounts Payable team and monitoring progress
- Prepare WIP reports to be reviewed by fee-earners
- Supporting fee-earners, Secretarial Co-ordinator or Group Head on time recording (Intapp), including reporting as required
- Supporting fee-earners with maintenance of InterAction; ensure new business
contact details are entered and contacts from fee-earners Outlook address book are shared, updating changes of contact, and entering activities when a M&BD activity is planned with a client or target by own fee-earner, proactively downloading and printing reports on contacts ahead of meetings and pitches with the contact
- Supporting team in updating information on the SharePoint intranet or in managing and maintaining particular pages
- Assisting with event management including tasks such as RSVP management for events, responding to fee-earner queries about attending delegates using InterAction reporting function
- Assisting the broader team with routine and ad-hoc administrative tasks relating to the operation of the team/office.

Preparation of key documents and correspondence:

- Assisting with simple typing tasks including digital dictation, copy typing and
handwritten amendments
- Using the firm's house style and proofreading all work to ensure that completed
documents are delivered accurately and to a consistently high standard
- Assisting the team with the preparation of agendas, presentations and meeting
papers, including print production and timely distribution
- Regularly updating fee earners' CVs ensuring they are maintained in the firm's CV Bank
- Sourcing fee-earners' CVs for pitches and co-ordinating the update of the CVs.

Project/matter support:

- Assisting Secretarial Co-ordinator, Secretaries and Paralegals with internal project or matter related ad-hoc duties
- Duties may include but are not limited to uploading files to deal rooms and
SharePoint; printing, filing and archiving; arranging for files and bundles to be
couriered; and supporting ad-hoc administrative tasks as required
- Provide ad-hoc support to practice support team with tasks.

**Person specification**:
Education / Qualifications / Experience:

- Some office experience desirable, although training will be provided

General Skills:

- Client service orientated approach
- A proven working understanding of teamwork
- Problem solving skills and solutions focused
- Strong computer skills, specifically in relation to MS Office
- Good communication skills
- Strong spelling and grammar
- Self-management and excellent organisational skills, with the ability to prioritise work calmly and effectively in a pressurised environment
- Accountability and professionalism
- Attention to detail and discretion with confidential information
- Able 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


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