Office Administrator

Office Administrator

Department: Office Services

Employment Type: Permanent – Part Time

Location: London

Reporting To: Adam Currie

Description

This role will provide administrative support to the business whilst overseeing the administration of the premises and facilities in the London office. The role is part time – 0.6FTE – and is open to a flexible work pattern to be agreed with management; however, the role will be required to be worked onsite.

Key Responsibilities

Office Administration

• Oversee the sourcing, replenishment, and upkeep of essential office materials, equipment, consumables, and related support services to ensure smooth daily operations.
• Oversee the coordination, scheduling, and upkeep of essential workplace cleaning, disposal, confidential waste, safety, and maintenance services to ensure a well‑functioning and compliant office environment.
• Pro‑active ongoing supervision of the premises, facilities and relationships with relevant third‑party contractors with oversight from management.
• Ensuring compliance with relevant legislations and requirements such as health and safety, PAT testing, office fire safety.
• Actively contribute to office moves, layout changes and renovations including the purchase of new furniture.
• Management of incoming and outgoing documents (i.e. post, internal and external messenger duties, DHL, special deliveries etc.).
• Responsibility for security and safety systems in place such as door access, intruder alarm and fire alarm systems.

Legal Administration

• Providing general administrative support to the fee earning teams in London on a variety of tasks as required – this may involve billing, new matter take‑on processes etc.

General

• Assist IT, HR and other support departments with general administrative and contact support on the ground in the London office.

Qualifications

• Ideally a graduate, or at least educated to A level or equivalent with strong grades.
• An administration or secretarial qualification would be advantageous.

Knowledge/skills/experience

• Prior experience in a professional services firm, ideally within a legal environment but this is not essential.
• Confident and competent IT user with a sound working knowledge of MS Office to include Word, Excel, PowerPoint and Outlook.
• Experience of document management systems would be advantageous.
• Excellent typing and formatting skills.
• Highly organised with the ability to multi‑task and prioritise tasks.
• Willingness and ability to learn.

Competencies

• Team spirit and flexibility to share workload and support the administration team.
• Good initiative to support fee earners, resolve issues and to work independently with appropriate supervision.
• Enthusiasm, drive, flexibility, initiative and the ability to be pro‑active.
• A calm and proactive approach even when under pressure and managing deadlines.
• Accuracy and a good eye for detail.
• A confident communicator in all forms.

In this role you will be expected to:

• Behave in a manner in keeping with our core culture and values.
• Adhere to all policies, procedures and regulations including those around anti‑money laundering and terrorist financing.
• Commit to fulfilling any personal CPD requirements and continually developing your skills and knowledge.
• Be flexible, as occasionally you may be asked to work beyond your contracted hours to support urgent work.