Legal Adminstrative Assistant in Birmingham

Location: Birmingham

Department: Legal

Contract: 12 month Fixed Term Contract

Hours: Full time

Grade: 8

Working Pattern: Full-time with flexible hybrid working arrangements. The successful candidate will be expected to attend the office regularly each week, as required to meet business, team, and operational needs.

Role: You will play a key role in ensuring the Legal Team has the administrative support it needs to operate at pace and to a high standard. Working closely with lawyers across the team, you will support day‑time casework spanning criminal, civil, and regulatory matters – helping to keep processes running smoothly and ensuring everything is in place for the delivery of high‑quality legal work. This is a varied, fast‑moving role that sits at the heart of the Commission’s Legal function, with a requirement for office and other in‑person attendance. You will be providing essential support across both contentious and non‑contentious work and directly contributing to the team’s overall efficiency and impact.

Our offer to you:

• Civil Service Pension, with 28.97% employer contribution.
• 26 days holiday, rising to 29 days after two years’ service (pro rata)
• Holiday purchase scheme (option to buy up to five extra days annual leave)
• Flexible working & family friendly policies
• Ergonomic, fully accessible office, very close to Birmingham New Street Station
• Open, collaborative and people focused culture

Key Responsibilities:

• Supporting the Legal Team by assisting lawyers with administrative tasks connected to their day‑to‑day casework and preparation.
• Providing general office and casework support, such as:
• Preparing bundles (both digital and paper) and printing hard copies, and hand‑delivery to court and other addresses.
• Formatting, proof‑reading, and preparing both digital and hard copy legal documents.
• Attending case meetings (both in person and remotely) and taking accurate meeting notes.
• Attending court hearings (both in person and remotely) and taking accurate hearing notes.
• Supporting financial processes to ensure the Legal Team’s spend is well managed, including:
• Tracking and processing invoices and purchase orders in a timely manner.
• Maintaining clear and accurate records of spend for audit purposes.
• Liaising with Finance as required.
• Providing administrative and organisational support, including:
• Managing diaries, scheduling meetings, and coordinating availability.
• Updating case and query trackers.
• Creating, organising, and maintaining case files.
• Contributing to information management, ensuring documents are stored (manually and digitally) in line with policies, including maintaining retention schedules and information records.

The above does not constitute an exhaustive list of duties. The post holder may be required to perform any reasonable tasks commensurate with the level of responsibility at the request of their manager. Please note, whilst undertaking this role you will be prohibited from partaking in the National Lottery.

Person Specification:

Essential Criteria:

• Proven administrative experience, ideally in a legal, regulatory, or similarly structured professional environment.
• Excellent organisational skills, with the ability to manage multiple tasks, deadlines, and priorities in a fast‑paced team.
• High level of attention to detail, particularly in formatting, proof‑reading, and preparing documents.
• Strong written and verbal communication skills, including the ability to take accurate meeting notes and draft clear correspondence.
• Experience managing and maintaining trackers, spreadsheets, or case management systems.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• Reliable and proactive working style, with the ability to work independently as well as part of a team.
• Confidence in liaising with internal and external stakeholders.

Desirable Criteria:

• Experience working within a legal, regulatory environment.
• Understanding of basic legal processes (e.g., court bundles, hearings, case file structure).
• Experience supporting financial administration, such as managing purchase orders or budgets.
• Strong minute‑taking experience in formal or complex meetings.
• Ability to streamline processes or improve administrative systems.
• Experience working in a busy, high‑volume administrative role.
• Experience tracking invoices, purchase orders, or similar financial processes.
• Demonstrated ability to remain calm, organised, and solution‑focused under pressure.