Team Administrator

What We Will Offer

We will offer you a place where you can be yourself, where there are no limits on what you can achieve. With us, you can take ownership of your career and have honest conversations throughout. You would join an ambitious firm with a clear strategy for profitable growth where you can get early responsibility and early involvement in growing the business. Here you can expect a competitive and fair reward as well as recognition based on all round performance. This forms part of our internal promise to you, The Deal, between the firm and its employees.

Benefits

• Competitive salary and family friendly policies.
• Life assurance, private health and dental care for you and your family.
• Flexible benefits including gym discounts, retail vouchers.
• Tech, cycle and electric car schemes.
• Volunteer leave to support the firm’s charity.
• Wellbeing strategy focusing on preventative measures covering physical, emotional, financial and social aspects.

We are an equal opportunity organisation, committed to having a diverse workforce. We do not discriminate on the basis of age, sex, race, disability, sexual orientation, culture, or any other protected characteristics. We aim to create a culture where everyone can be themselves and is valued for their strengths and unique perspectives.

Team Structure

The role is for a proactive Team Administrator (TA) who will operate successfully in a pressurised and fast paced environment. The ability to embrace a team-working approach, collaborating with fee earners, executive assistants and business services teams alike and building effective relationships are key to the success of the role. As support may be required in more than one practice area, a flexible and adaptable attitude is essential, as is the ability to support change within the business.

Main Responsibilities

• Managing incoming tasks within the ServiceNow workflow tool, screening, prioritising and applying deadlines.
• Using own initiative to manage own email accounts: screening, prioritising and actioning.
• Respond to requests for assistance in a timely manner.
• Act as gatekeeper for fee earners, capturing messages and ensuring they are passed on/followed up appropriately as the ‘face of the firm’.
• Distribute post to fee earners as it arrives in the department.
• Arrange external post‑delivery including local and international couriers.

Document and File Management

• Delegate document production and dictation transcription to appropriate resources, providing appropriate timeframes.
• Maintain filing systems (paper & electronic), actively filing documents within Filesite.
• Record all records in Filetrack as per Records Management policy and procedure; undertake regular records management of files and papers for fee earners, and scan, archive or send to off‑site storage as appropriate.
• Print/PDF and prepare engrossment documents for dating and signature/e‑signature.
• Convert, merge, split, delete, compare and redact PDF documents.
• Handle printing, scanning, photocopying, bundle and bible preparation; delegate large files to reprographic team.
• Create front sheet and spine labels for document folders.
• Manage datarooms, including creating, uploading/downloading documents.
• Create deeds pack and schedule.

Administration

• Assist EAs with billing matters (collating copies of disbursements, amending narratives, running pre‑bills and WIP reports).
• Scan, file and update Intapp with all delivered bills.
• Maintain the Stephenson Harwood clear desk policy and keep communal areas clear.
• Complete fee earner expenses in a timely fashion.
• Perform conflict searches, assist with opening new matters.
• Assist fee earners with time recording.
• Keep stationery rooms tidy and arrange replenishment of stock.
• Provide various admin support to business service teams including assistance with project work.
• Undertake real estate or company searches and obtain original Land Registry copies.

Client Service

• Build strong and effective relationships with internal and external clients and their teams.
• Maintain client database with business cards, contact details; add/delete contacts from marketing lists.
• Assist with events & BD related activities (maintaining attendee lists, creating badges, managing badge desk).
• Update client and department information on Quest.
• Support additional team members and colleagues as required.
• Identify and facilitate knowledge sharing within peer group and wider team.
• Assist with meeting arrangement and diary appointments.
• Collate and prepare information for meetings, circulate agendas and minutes.
• Arrange point‑to‑point travel bookings (hotel, taxi, flights), produce itineraries and order currency.
• Provide support for overseas colleagues visiting the London office.

This role requires working 5 days in the London office on a standard hours shift pattern, between the hours of 8 am and 8 pm.

Attributes / Skills Required

• Relevant experience in an office environment.
• Advanced Microsoft Office skills.
• Commercial and financial acumen.
• Thorough understanding of working in a professional, service‑driven environment and stakeholder/client/business confidentiality.
• Confident and professional manner with the ability to build strong relationships with fee earners and clients.
• Excellent communication skills and ability to interact at all levels.
• Collaborative and supportive of the business and its initiatives.
• Adaptable and open to change, showing willingness and confidence to make suggestions.
• Strong organisational skills and excellent attention to detail.
• Remain proactive and flexible at all times.
• Reliable, hardworking, work to tight deadlines and maintain calm under pressure.
• Anticipate and identify potential problems and provide innovative solutions.
• Strong team player.

This job description is indicative only and does not represent an exhaustive list of responsibilities. The firm reserves the right to alter or change the responsibilities at any time, in line with the firm’s strategy and business needs.