Team Administrator - Belfast, United Kingdom - Pinsent Masons

Pinsent Masons

Verified Company

Belfast, United Kingdom

4 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

***
Job Title:Team Administrator

Location:
Belfast

Group:
Risk Advisory Services

Hours:9:00am -5:00pm, Monday to Friday (office based 5 days per week)

Purpose of the role
Provide proactive and professional support within their allocated team.

Services to be delivered to the business in a manner which is consistent with the increasingly competitive environment in which the Firm operates.

This role is intended to embrace a team-working approach, collaborating with lawyers and other members of business operations to fulfill the needs of the business.

A Team Administrator will, collectively, work with every member of the team to ensure that overall needs are met

Support may be required to be provided to staff from more than one business unit and numbers and content of the group may change from time to time to reflect the current structure of the Firm.

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 kept safe and in good repair at all times.
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.

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INDL