Administrative Assistant

Legal Administrator

Edinburgh

Hybrid

Permanent

About HF

People. Not just lawyers

We're not your typical law firm – we're people with a passion for helping our clients and each other achieve the best possible outcomes. We are leading legal advisers to the insurance and commercial sectors across the UK & Ireland, known for our innovation, client focus, and long-lasting relationships. We do things differently, with a forward-thinking approach built around our clients' needs, supported by cutting-edge technology and a culture built around people from a wide range of backgrounds who are taking an equally wide range of routes to building their careers in law.

We are looking to recruit a Legal Administrator to be part of our expanding Legal Support team based at our Edinburgh Office. As a legal Administrator you will be working onsite at our Edinburgh office to provide administrative support to our litigation department.

The team is filled with experienced professionals working in an engaging and friendly environment. Our people pride themselves on making an impact through providing an excellent, results and solutions focussed service to our clients.

What will I be doing?

Your day-to-day responsibilities will include (but will not be limited to):

Provide general administrative support to solicitors and other team members.

Manage incoming and outgoing mail, emails, telephone calls and other correspondence.

Handling internal and external communication with professionalise

Maintain and update client files.

Prepare and format legal documents, correspondence, and forms.

Schedule appointments and meetings

Managing solicitors' diaries including diarising court deadlines.

Liaise with external and internal members of the team, clients, and other solicitors.

Assist with billing and invoicing.

Order and maintain office supplies and general office upkeep.

Perform other ad-hoc administrative tasks as directed by management.

Managing incoming and outgoing mail and deliveries.

Meeting room management to include booking rooms, making sure rooms are equipped with any specialist equipment/refreshments.

Closing and archiving files.

Supporting fee earners with various tasks including but not limited to preparation of productions, typing attendance notes, meeting notes and letters.

Using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Manage Court systems, including but not limited to Court Rolls, Civil Online and Objective Connect.

Manage shared email inboxes and process as necessary.

This is a busy role, requiring a high level of accuracy and the ability to switch between tasks. You will require:

Strong IT skills with the ability to use case management and finance systems.

Excellent attention to detail and a proactive approach to problem-solving.

Strong communication and organisational skills, with the ability to manage multiple tasks effectively.

A team-oriented mindset and the ability to build rapport with colleagues and clients.

Previous experience in a similar legal administrative role would be highly desirable.

Other responsibilities:

In addition, the post holder is required to perform other responsibilities assigned to them by management from time to time. They must also uphold strict confidentiality standards regarding client information, data and legal matters at all times.

What do I need?

This is a busy role, requiring a high level of accuracy and the ability to switch between tasks. You will require:

Strong IT skills with the ability to use case management and finance systems.

Excellent attention to detail and a proactive approach to problem-solving.

Strong communication and organisational skills, with the ability to manage multiple tasks effectively.

A team-oriented mindset and the ability to build rapport with colleagues and clients.

Previous experience in a similar legal administrative role would be highly desirable.

Other responsibilities:

In addition, the post holder is required to perform other responsibilities assigned to them by management from time to time. They must also uphold strict confidentiality standards regarding client information, data and legal matters at all times.

What's in it for you?

Apart from the competitive salary you'd expect, our package of benefits reflects our values of partnership, innovation, and being real people. We're committed to creating a dynamic workplace where everyone feels supported, empowered, and part of our success.

You'll enjoy:

25 days' annual leave (rising to 30 with service) + Holiday Buy Scheme

Life Insurance & Income Protection

Private Medical Insurance & Healthcare Cash Plan

Employee Assistance Programme & Digital GP services

Pension Scheme

Electric Car Scheme

Enhanced Maternity, Paternity & Adoption Leave

Hybrid & Flexible Working Options

Discounted Gym Membership & Employee Discount Hub

Flu & Eyecare Vouchers – and more

What next?

If HF sounds like a place where you could belong, we'd love to learn more about you

Submit your CV here and we'll be in touch if we have any opportunities that match your experience and interests. If we don't have something right now, we'll keep your details on file and may reach out in the future as part of our talent pipeline.