Departmental Assistant

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Main information

• Term type : Contract
• Duration : 1 year
• Team : Employment
• Location : London

About us

Successful businesses rely on a unique set of ideas and people. We help our clients protect and develop those vital assets, unlocking possibilities for future success. From iconic brands and leading multinationals to pioneering start‑ups, we are proud to work with a huge range of inspiring clients, helping them to turn their ideas into reality and get the best from – and for – their people. Our people are not only exceptional at what they do, they also enjoy doing it and consistently give their best to a firm they’re proud to be part of. This stems from our firm culture and our ethos of bravery and kindness. That ethos runs through everything we do, from our approach to recruitment, business practices, and DEI activities to the day‑to‑day environment in our office and our relationships with clients. With an internationally minded team of more than 700 working across key areas of law plus strategic partnerships around the world we’ve got both the combination and calibre of legal experts it takes to enable our clients’ businesses to thrive. Whether it is providing global employment law advice, managing a global IP portfolio or piecing together a multijurisdictional corporate transaction, we are able to have the right people, in the right place, at the right time.

About The Team

The Employment, Immigration, Reward and Data, Privacy and Cyber practice groups are some of the leading law practices in the UK and consistently top‑ranked by independent legal directories; we have more recognised experts in employment than any other UK firm. Lewis Silkins employment, immigration, reward and data, privacy and cyber teams offer an unrivalled service supporting clients, including many of the world’s leading businesses, on their HR, employment, data and immigration law needs domestically and internationally. The work of the team is a mix of contentious and non‑contentious matters, for a wide range of clients. The lawyers undertake a significant amount of business development and knowledge‑sharing including giving seminars, training the team and creating content for various channels and publications. There is a significant international element to the team’s work, largely on account of its membership of the Ius Laboris international alliance of employment lawyers.

About The Role

You will be providing administrative support and assistance to the relevant Legal Practice Groups at all levels, including Secretaries, Associates and Partners on a day‑to‑day basis as required.

Key Responsibilities

• General administrative tasks, including but not limited to photocopying, printing and scanning, and liaising with Post Room colleagues to arrange couriers and other delivery methods as required.
• Archiving files with the use of the Elite management system and FileTrack.
• Opening new clients/matters and drafting retainers.
• Assisting with booking travel using our travel booking system.
• Arranging for disbursements, when received from third parties, to be put onto the system, ensuring they are put onto the relevant matter.
• Assisting with other financial forms and processes as and when needed (i.e. receipt forms, immediate payment forms etc).
• Processing expenses.
• Assisting with the maintenance of the firm’s CRM system.
• Meeting and greeting clients when required and supporting clients with any administrative requests (i.e. copying, printing etc).
• Assisting the other Departmental Assistant(s)/Secretaries and if necessary, providing holiday cover.
• Supporting the Secretaries by helping to pick up overflow tasks.
• Assisting with new work enquiries received via the firm’s external website.
• Providing general assistance to the whole team as requested.
• Any other task as required in line with the level of the role.

About you

This is a challenging role offering actual experience working in a legal environment. The successful candidate must have excellent communication skills with stakeholders at all levels and enjoy working in a team environment. They must be highly organised; have a flexible nature and a co‑operative and willing attitude.

Specialist Experience

• Previous demonstrable experience of office/administrative work.

Abilities And Desired Qualities

• Good eye for detail;
• Excellent organisational skills and the ability to effectively prioritise workload as needed;
• Ability to meet deadlines and work under pressure;
• Ability to communicate at all levels;

IT Skills Required

• Experience or knowledge of Word/Excel, document management systems and Outlook would be beneficial, although not essential as full training will be provided.

Educational And Professional Qualifications Required

• Good grammatical English – at least to GCSE standard or equivalent.

Additional information

At Lewis Silkin our ethos is simple. We strive to do the best for our clients, our people and the communities in which we operate. We recognise that an inclusive workplace allows for all kinds of ideas and thoughts, a variety of points of view that can trigger discussions or deliver innovative results, and a wide range of versatile skills and expertise. We are proud of the diversity within Lewis Silkin and of our culture that allows people to be themselves at work, ensuring we provide the best possible service to our clients. We are committed to supporting candidates throughout the recruitment process by supporting anyone who requires adjustments, in order to ensure they have the opportunity to perform at their best. All applicants will be considered equally and fairly. If you’d like to request any adjustments throughout the recruitment process, or would like to discuss flexible working patterns, please email the recruitment team in confidence ().

Seniority level

Entry level

Employment type

Contract

Job function

Administrative

Industries

Administrative and Support Services