Administrative Assistant

Administrative Assistant Department:
Healthcare

Location:

Various Working arrangement:
Hybrid

The Administrative Assistant provides essential administrative, file management, and operational support to Fee Earners, Practice Assistants, and the wider Legal Support team. The role is responsible for ensuring efficient document and matter management, supporting business operations, and delivering a professional, responsive service to both internal and external stakeholders. Working within a fast-paced legal environment, the successful candidate will develop strong working relationships across the business, proactively manage tasks, and contribute to the smooth running of legal and business support activities.

• Client & Business Support:
  Support Practice Assistants with client and business development activities, including tender submissions, directory submissions, client training sessions, and meetings.
• Client & Business Support:
  Maintain accurate client, contact, and business development information within CRM systems.
• Client & Business Support:
  Develop an understanding of client-specific protocols and requirements, ensuring these are followed consistently.
• Client & Business Support:
  Assist with the preparation and coordination of client-facing events, seminars, conferences, and networking activities.
• Administrative & File Management:
  Manage electronic and physical files, ensuring documentation is appropriately filed, organised, and maintained in accordance with firm standards and naming conventions.
• Administrative & File Management:
  Support file opening, matter creation, file closing, and archiving processes in compliance with firm procedures and regulatory requirements.
• Administrative & File Management:
  Coordinate printing, scanning, photocopying, document production, and high-volume copying requests.
• Administrative & File Management:
  Arrange meeting rooms, travel, accommodation, transport, courier services, and other administrative requirements.
• Administrative & File Management:
  Order and manage office and promotional materials, maintaining appropriate stock levels.
• Administrative & File Management:
  Support the preparation and distribution of event materials, delegate lists, and related documentation.
• Communication &
  
  Collaboration:
  
  Work closely with Practice Assistants, Fee Earners, Hub Leaders, and Legal Support Managers to deliver an efficient support service.
• Communication &
  
  Collaboration:
  
  Communicate effectively with stakeholders, providing timely updates on tasks and work progress.
• Communication &
  
  Collaboration:
  
  Answer and redirect internal telephone calls and enquiries as required.
• Communication &
  
  Collaboration:
  
  Collaborate with colleagues to manage workloads and ensure service levels and deadlines are consistently achieved.
• Communication &
  
  Collaboration:
  
  Participate actively in team meetings and contribute to a positive team environment.
• Matter & Document Management:
  Upload, organise, and maintain documentation within client data rooms and document management systems.
• Matter & Document Management:
  Assist with the preparation of court bundles, both electronic and hard copy, ensuring compliance with court requirements and instructions.
• Matter & Document Management:
  Review documentation and data for accuracy and completeness.
• Matter & Document Management:
  Monitor shared inboxes and correspondence, ensuring documents are appropriately actioned and filed.
• Matter & Document Management:
  Ensure all records are maintained in accordance with firm policies, procedures, and compliance requirements.
• Financial Administration:
  Provide support with billing, invoicing, and financial administration activities as required.
• Financial Administration:
  Assist with expense processing and related administrative tasks.
• Financial Administration:
  Support fee earners and Practice Assistants in maintaining accurate matter-related information.
• Service Excellence:
  Deliver a professional, responsive, and client-focused service.
• Service Excellence:
  Take ownership of assigned tasks, ensuring work is completed accurately and to agreed deadlines.
• Service Excellence:
  Demonstrate flexibility and willingness to support colleagues and wider team objectives.
• Service Excellence:
  Identify opportunities to improve processes and ways of working to enhance service delivery.

• Previous experience in an administrative, coordination, or business support role, ideally within a legal or professional services…