Administrator - London

Job summary

We are looking for an organised and ambitious Administrator to work as part of a team of Administrators, based at the firm's Head Office in London, initially on a 12-month FTC but with the potential to become a permanent member of the team at the end of that period.

The role is to work Monday to Friday, 9.30 a.m. to 5.30 p.m., in the office and alongside a wider team of Administrators. As with all client-led industries, a degree of flexibility is required.

The successful candidate will play a critical role in undertaking routine administrative tasks initially supporting the Executive Assistants with the potential to move on to support a specified allocation of Trainees and Newly Qualified Lawyers, as well as the wider group including Partners and Associates.

This role is an excellent opportunity for someone who is keen to learn and develop in an administrator role, providing exceptional service within a busy and professional environment.

Responsibilities

• Draft simple emails and create standard form letters, using house styles and templates.
• Amend and engross correspondence, engagement letters, documents, agendas, reports, presentations, diagrams and spreadsheets.
• Assist EAs with document automation.
• Update worklists.
• Create courier request forms and prepare appropriate packaging.
• Collect and distribute internal and external mail.
• Process expense claims (Chrome River).
• Enter fee-earner time (Carpe Diem).
• Index and bundle files/documents for archiving.
• Create spine labels and front sheets for lever-arch folders.
• General administrative support, e.g. bundling, indexing, photocopying, printing and scanning.
• Book meeting rooms, restaurants and taxis, and arrange refreshments for internal meetings.
• Monitor stationery cupboards and liaise with Facilities to ensure fully and appropriately stocked at all times.
• Maintain up-to-date knowledge in relation to internal and external travel policies and procedures, check country specific safety advice and travel news via the firm's travel insurance provider's travel resources website.
• Assist with the organisation of events and hospitality, to include collating RSVPs, arranging restaurants/venues and any necessary equipment, attending events and supporting the preparation and distribution of name badges.
• Attend and contribute to team meetings as required.
• Assist EAs in maintaining and updating contact information within the firm's Client Relationship Management system (Dynamics).
• Build strong working relationships with EA team and wider fee earner team.
• Build strong and collaborative relationships with business services teams and maintain effective and efficient use of business support services.
• Facilitate knowledge sharing within peer group and wider team, and provide team support to cover absences and during times of increased workflow.
• Maintain a comprehensive knowledge of, and ensure compliance with, quality standards and the firm's policies in general.
• Undertake additional ad hoc duties to support the group as necessary.

Job description