Team Administrator

We are looking for a Team Administrator to join our Risk Advisory Services group on a 6 month fixed term contract. This role will focus on e-filing and can be based in any UK office excluding London.

About the Business: Here at Pinsent Masons we bring together the best people to get the job done. We’re naturally curious, constantly learning, listening, and growing. We’ll truly value your ideas. You’ll be joining an award-winning, hardworking and commercially minded team, where you’ll have the opportunity to work with leading experts and form meaningful relationships, while making a difference. You’ll get the opportunity to be involved in varied and challenging work. Working in an open and supportive environment, to deliver outstanding results.

Purpose of the role: To provide proactive and professional support to the group. 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 fulfil 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 stakeholders for this role include fee earners, PA Services Coordinators, and PAs. Office based role.

Candidate Overview: We are looking for candidates who ideally hold the following skills and experience:

• Maintaining the filing system (both paper and e-mail based).
• Ensuring that all files are kept up to date at all times.
• Setting-up and maintaining new filing systems.
• Printing-off matter related e-mails on request and ensuring paper copies are held on the appropriate file.
• Archiving and retrieving files and deeds from storage as required.
• 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).
• Answering incoming telephone calls in a professional manner.
• Dealing with enquiries from internal and external callers.
• Aware at all times that you are the "face of the firm", i.e. the first port of call for potential new instructions.

Responsibilities:

• Ownership of e-filing for Partner and PA – this will be the predominant part of this role.
• Responsible for end-to-end service delivery.
• Delegate and promote correct use of firm-wide resources.
• Review and collate returned tasks.
• Adherence to the firm's policies and procedures.
• Build strong relationships with key stakeholders.
• Maintain filing and archive systems.
• Collate and prepare information.
• Prepare and submit expenses.
• Take initiative and responsibility for liaison with other support services.
• Escalate issues to ensure office is kept safe and in good repair.
• Answer communications in a professional manner.
• Innovate and design to improve service area.
• Proactive response to practice group priorities.
• Drive continuous improvement.

What can we offer you?

• Carers’ leave (up to five paid days’ leave towards caring responsibilities).
• 25 days’ annual leave entitlement and the opportunity to purchase or roll over 5 days.
• Contributory pension of up to 5%.
• Private healthcare policy.
• Death in service cover (4 x base salary).
• Eligibility to apply for an interest free season ticket loan, an interest free gym membership loan and/or an interest free rental deposit loan.
• Cycle to work scheme.

What happens next? Once your application has been submitted and reviewed, our Recruitment team will share the outcome with you by email. We typically hold two interview stages per vacancy providing the opportunity to meet two members of the hiring team at each stage. The first stage is typically conducted virtually and the second stage typically in person at the office in which the role would be based. However, we strive to remain flexible depending on the requirements of the role or the candidate.

Our strength lies in our differences. We are a Disability Confident and top Stonewall employer, a Valuable 500 member, a founding member of the Mindful Business Charter, signatory of the Race at Work Charter and a proud partner of Neurodiversity in Law. We encourage and value different ideas and styles of thinking. It’s with different perspectives that we’ll find solutions to our clients’ most complex challenges. It’s how we’ll deliver outstanding results today, and tomorrow. We want everybody attending an interview to be comfortable and able to fully demonstrate their experience and talents. As an inclusive employer, we are willing to consider any flexible working requests.