Team Administrator - Belfast, United Kingdom - Abacus Professional Recruitment

Abacus Professional Recruitment

Verified Company

Belfast, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Our client is seeking to recruit a
Team Administrator, you will be joining a team of professionals and working to meet the company wide goals.

If you have ability to manage multiple tasks, work to a deadline and strive in a fast-paced environment, this may the job for you

Key Responsibilities

Administration
Assisting other members of the Practice Group with overflow work.

Collating and preparing information for meetings, both internal and external. Producing and circulating agendas and itineraries, as appropriate.

Taking and relaying messages (ensuring that lawyers and clients receive those messages promptly, particularly if they are out of the office).

Assisting with managing fee earner electronic schedules, arranging meetings/appointments and lunches both internally and externally as needed. Liaising with reception to ensure all room bookings and hospitality requirements are in place.

Updating lawyers' client contact databases.

Assisting Legal PAs and Business Development with preparation and sending out brochures to prospective clients and management of the interface with the Marketing Group including provision of contacts for seminars.

Assisting Legal PAs with travel and accommodation arrangements for local, national, and international travel (and ensuring that those arrangements comprise the most cost-effective solution to meet the legal or client team's travel requirements).

Assisting the Legal PAs with all aspects of lawyers billing requirements (i.e. generate, amend and finalise bills, liaising with lawyers in relation to any specific requirements about their billing including the timing thereof). Dealing with routine queries concerning information on contract rates, time, and disbursements.

Preparation and submission of lawyers' expenses, including chasing lawyers for receipts and mileage information following meetings and business trips and following up on authorisations.

Performing conflict searches, assisting with opening new files including performing money laundering checks.

Taking the initiative and responsibility for liaison with IT support, facilities, and other internal teams to ensure the office is always kept safe and in good repair.

Taking complete responsibility for any copying, faxing, printing, or scanning required by lawyers, including preparation of large files, bibles, or bundles of documents (hard copy and electronic), including pagination and indexing.

Taking responsibility for producing contact sheets or parties lists for each file, keeping these up to date and updating the relevant lawyer's Outlook address book.

Client Service
Answering incoming telephone calls in a professional manner.

Dealing with enquiries from internal and external callers.

Awareness at all times that you are the "face of the firm", i.e. the first port of call for potential new instructions.

Building a good knowledge of lawyers' clients and developing a rapport with members of the client team (forging and maintaining relationships with members of the client team).

Document Management
Liaising with Exigent and Document Production as necessary to ensure work is booked in and returned to meet deadlines.

Sending and collating faxes (incoming and outgoing). Liaising with relevant Business Operations to ensure that larger faxes are sent by deadlines set by lawyers.

Person Specification Qualifications & Experience
Administration experience in a busy environment is desirable.

Previous work in a law firm advantageous

Good level of numeracy.

Good English language and grammar skills.

Professional/Technical Skills
Excellent organisational, communication and administrative skills.

Meticulous eye for detail and accuracy.

Good IT skills - knowledge of Microsoft Word, Excel and Outlook required.

Skills/Abilities/Aptitudes
Excellent interpersonal skills.

Excellent project and time management skills.

Exhibits approach and behaviours consistent with firm values of 'approachable', 'bold' and 'connected'.

Willingness and enthusiasm to work with and support the group.

Next Steps:

The team at Abacus manages a range of permanent and contract positions throughout Northern Ireland, the UK and the Republic of Ireland.

If you are experienced and/or professionally qualified we can support your job search.

Hannah Bishop:

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