Team Administrator

Job Description

Job title:

Team Administrator Job type:
Full Time, Permanent

Location:

London

Reports to:

Secretarial Coordinator 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.

Daily contact with Secretarial Co-ordinator for work allocation.

Daily contact with Associates and Partners when delivering completed tasks.

Occasional contact with Secretarial Manager for escalations or issues.

Building and maintaining relationships with colleagues and key stakeholders.

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 Inter Action; 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 Inter Action 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.

GCSEs grade C/4 or above, or equivalent qualifications in English and Maths as a fundamental criterion Some office experience desirable, although…