Team Administrator - Bristol

Overview

Job title: Team Administrator

Job type: Full Time, Permanent

Location: Bristol

Reports to: Secretarial Coordinator

Main purpose of the role

• To provide effective and high-quality administrative support through delegation from the Secretarial Co-ordinator, Secretaries and fee-earners that appropriately meets the requirements of the team.
• To support the team/office with regular and ad hoc administrative tasks and other secretarial tasks.

Key relationships

• Daily contact with Secretarial Co-ordinator for work allocation.
• Daily contact with Associates and Partners when delivering completed tasks.
• Occasional contact with Secretarial Manager for escalations or issues.
• Building and maintaining relationships with colleagues and key stakeholders.

Main Duties & Responsibilities

• Diary and contact management: arrange the booking of conference rooms, video conference facilities, taxis, refreshments, restaurants, and liaising with meeting attendees, both internal and external.
• Organising travel arrangements through the firm’s travel company, booking and confirmation of reservations, flights, hotels, car transfers, ordering currency and expense claims and producing detailed itineraries.
• Administrative tasks: day-to-day administrative tasks such as photocopying, scanning and delegating to appropriate departments for large volume printing or document production; manage new client matter opening and related tasks following Service Excellence processes.
• Document management: organise filing (electronic and paper as required), submit travel invoices and expense claims using Chrome River, and process invoices through Accounts Payable while monitoring progress.
• Prepare WIP reports for fee-earners review.
• Support fee-earners, Secretarial Co-ordinator or Group Head on time recording (Intapp) and reporting as required.
• Maintain InterAction and update new business contact details; share contacts from fee-earners Outlook; download and print reports ahead of meetings and pitches; manage CVs for pitches as needed.
• Update information on SharePoint intranet and manage pages as required.
• Assist with event management including RSVP management and responding to fee-earner inquiries about attendees using InterAction reporting.
• Assist the broader team with routine and ad-hoc administrative tasks.

Preparation of key documents and correspondence

• Assist with simple typing tasks including digital dictation, copy typing and handwritten amendments.
• Proofread work to ensure adherence to house style and high standards.
• Prepare agendas, presentations and meeting papers, including print production and distribution.
• Regularly update fee earners’ CVs in the firm’s CV Bank and source CVs for pitches.

Project/matter support

• Assist with internal project or matter related ad-hoc duties for Secretarial Co-ordinator, Secretaries and Paralegals.
• Upload files to deal rooms and SharePoint; print, file and archive; arrange courier of files/bundles; provide ad-hoc administrative support as required.

Person specification

Education / Qualifications / Experience

• GCSEs grade C/4 or above, or equivalent qualifications in English and Maths as a fundamental criterion
• Some office experience desirable, although training will be provided.

General Skills

• Client service oriented approach
• Strong teamwork and collaboration abilities
• Problem solving and solutions-focused
• Strong computer skills with MS Office
• Good communication, spelling and grammar
• Self-management, organisational skills and ability to prioritise in a pressurised environment
• Accountability and professionalism
• Discretion with confidential information
• Ability to work effectively in a diverse and inclusive team
• Touch typing skills
• Creative and forward-thinking approach

Other requirements

• Flexibility with working hours; willingness to work extra and occasional unsociable hours when required
• Awareness of and adherence to the firm’s policies and values

Firm introduction

Simmons & Simmons is a leading international law firm with over 1,600 people, operating across Europe, the Middle East, and Asia. We focus on equality and diversity and promote flexible working arrangements where possible.

Equal opportunities

• We are committed to promoting equality and diversity in the firm and equal opportunities in employment.
• We strive for equality regardless of race, religion, age, disability, sexual orientation, sex, gender identity, marriage, pregnancy, and more; we also support armed forces veterans and their families.
• We encourage flexible working arrangements and invite discussion during recruitment.

Background screening

All recruits will undergo background screening, which may include a DBS certificate depending on the position. The firm does not discriminate on the basis of any disclosures; the DBS policy is available on request.

Seniority level

Entry level

Employment type

Full-time

Job function

Information Technology

Industries

Law Practice