Administrative Assistant in Birmingham

Administrative Assistant Department: Healthcare Location: Various Working arrangement: Hybrid

The Role

The Administrative Assistant provides essential administrative, file management, and operational support to Fee Earners, Practice Assistants, and the wider Legal Support team. The role is responsible for ensuring efficient document and matter management, supporting business operations, and delivering a professional, responsive service to both internal and external stakeholders. Working within a fast-paced legal environment, the successful candidate will develop strong working relationships across the business, proactively manage tasks, and contribute to the smooth running of legal and business support activities.

Key Responsibilities

• Client & Business Support: Support Practice Assistants with client and business development activities, including tender submissions, directory submissions, client training sessions, and meetings.
• Client & Business Support: Maintain accurate client, contact, and business development information within CRM systems.
• Client & Business Support: Develop an understanding of client-specific protocols and requirements, ensuring these are followed consistently.
• Client & Business Support: Assist with the preparation and coordination of client-facing events, seminars, conferences, and networking activities.
• Administrative & File Management: Manage electronic and physical files, ensuring documentation is appropriately filed, organised, and maintained in accordance with firm standards and naming conventions.
• Administrative & File Management: Support file opening, matter creation, file closing, and archiving processes in compliance with firm procedures and regulatory requirements.
• Administrative & File Management: Coordinate printing, scanning, photocopying, document production, and high-volume copying requests.
• Administrative & File Management: Arrange meeting rooms, travel, accommodation, transport, courier services, and other administrative requirements.
• Administrative & File Management: Order and manage office and promotional materials, maintaining appropriate stock levels.
• Administrative & File Management: Support the preparation and distribution of event materials, delegate lists, and related documentation.
• Communication & Collaboration: Work closely with Practice Assistants, Fee Earners, Hub Leaders, and Legal Support Managers to deliver an efficient support service.
• Communication & Collaboration: Communicate effectively with stakeholders, providing timely updates on tasks and work progress.
• Communication & Collaboration: Answer and redirect internal telephone calls and enquiries as required.
• Communication & Collaboration: Collaborate with colleagues to manage workloads and ensure service levels and deadlines are consistently achieved.
• Communication & Collaboration: Participate actively in team meetings and contribute to a positive team environment.
• Matter & Document Management: Upload, organise, and maintain documentation within client data rooms and document management systems.
• Matter & Document Management: Assist with the preparation of court bundles, both electronic and hard copy, ensuring compliance with court requirements and instructions.
• Matter & Document Management: Review documentation and data for accuracy and completeness.
• Matter & Document Management: Monitor shared inboxes and correspondence, ensuring documents are appropriately actioned and filed.
• Matter & Document Management: Ensure all records are maintained in accordance with firm policies, procedures, and compliance requirements.
• Financial Administration: Provide support with billing, invoicing, and financial administration activities as required.
• Financial Administration: Assist with expense processing and related administrative tasks.
• Financial Administration: Support fee earners and Practice Assistants in maintaining accurate matter-related information.
• Service Excellence: Deliver a professional, responsive, and client-focused service.
• Service Excellence: Take ownership of assigned tasks, ensuring work is completed accurately and to agreed deadlines.
• Service Excellence: Demonstrate flexibility and willingness to support colleagues and wider team objectives.
• Service Excellence: Identify opportunities to improve processes and ways of working to enhance service delivery.

Skills, Experience & Knowledge

Essential Skills & Experience

• Previous experience in an administrative, coordination, or business support role, ideally within a legal or professional services environment.
• Strong organisational skills with the ability to prioritise workload and manage multiple tasks simultaneously.
• Excellent attention to detail and commitment to accuracy.
• Strong verbal and written communication skills.
• Customer and client-focused approach with a commitment to delivering excellent service.
• Proactive, adaptable, and solutions-focused mindset.
• Ability to work effectively as part of a team while managing individual responsibilities.
• Professional, reliable, and accountable approach to work.
• Willingness to learn, develop, and take on new responsibilities.

Technical Skills

• Experience using document management, case management, or records management systems.
• Good understanding of administrative processes and best practice.
• Intermediate Microsoft Office skills, including Outlook, Word, Excel, and PowerPoint.
• Experience working with databases, shared systems, and digital collaboration tools.
• Ability to manage documentation, records, and data accurately and efficiently.

The Firm

When you work at Clyde & Co, you join a team of 500 partners, 2,400 lawyers, 3,200 legal professionals and 5,500 people in nearly 70 offices and associated offices worldwide. Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for both our clients and our firm. We work as one, excel with clients, celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realise their potential, using its legal and professional skills to support its communities. We do this through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment, including through our commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets.

Our Commitment

Clyde & Co is proud to be an equal opportunities employer. Our values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity.

A Note on Privacy

Please take a moment to read our privacy notice. This describes what personal information Clyde & Co (we) may hold about you, what it’s used for, how it’s obtained, your rights and how to contact us as a data subject. If you are submitting a candidate as a Recruitment Agency Partner, it is an essential requirement and your responsibility to ensure that candidates applying to Clyde & Co are aware of this privacy notice.

We’re a global law firm working with businesses at the heart of global trade and commerce. But we’re so much more than that. Our collective drive, our pursuit of excellence and our ambition to do our best for our clients, and each other has fuelled our growth for over 90 years. Find out more about our firm. It’s an exciting time to work with us. With challenging cases, impactful client projects, growing teams and new offices, you’ll work in a fast-paced environment with rewarding outcomes. Collectively, we strive towards our shared goal of consistently delivering exceptional outcomes and bringing the best out in each other. Explore where you could work with us. Our early careers programmes differ from any other law firm, because of our rich learning experience coupled with our opportunities to work directly with clients. In return, we ask you to bring your ambition and collaborative mind to support the firm’s continued success and growth. With over 65 offices in 26 countries, wherever you’re based, you’ll be empowered to accelerate your career doing interesting, stimulating work, achieving your potential and delivering exceptional outcomes. Discover where we are based. Here, you’re in good company. With over 5,500 individuals with offices in every time zone, our drive for success is continuous, reaching across the globe. Our people stay with us because we invest in strong relationships and value shared success. Learn more about life with us.