Legal Administrator

This website is operated, hosted and managed by Williams Lea Limited, 3 Savannah Way, Leeds LS10 1AB, United Kingdom.

Salary: £23,072.40 per annum plus company benefits

Location: Warwick, CV34 6BF

Contract: 6 month fixed term contract, Full Time

Shifts: 36.25 Hours per week, Monday to Friday 9am to 5.30pm with 1 hour 15 minute unpaid lunch break.

Work model: Fully onsite

Williams Lea seeks a Legal Administrator to join our team!

Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms.

Williams Lea employees, nearly 7000 people worldwide provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.

Purpose of role

The Legal Administrator’s principal role is to provide the fee earners with the administrative support they need to provide seamless legal services to their customers and help them to maximise the amount of time they can spend on fee earning tasks. They will predominantly support the EA team in delivering a high-quality service.

The support provided needs to be efficient and of a high standard. The individual is expected to work as part of a strong team, have a high attention to detail and can maintain a high level of confidentiality and professionalism.

The Legal Administrator will be responsible for completing defined legal administrative tasks while adhering to all client processes, protocols and policies.

Key Responsibilities

In line with policies and procedures, the key responsibilities include but are not limited to:

• Provide efficient and reliable administrative support, including document scanning, preparation of bundles, photocopying, printing, filing and other general administrative tasks
• Liaise directly with fee earners to discuss support requirements, where necessary
• Ensuring all new matter instructions are set up on the PMS and CMS promptly and accurately, using the quote function to ensure adherence to AML requirements – in line with the deadline provided by the fee earner or any client requirements. Liaising with the Executive Assistants where required
• Monitoring and responding to emails in a professional and timely manner
• Taking telephone calls on behalf of the team, independently resolving as many enquiries as possible and escalating where necessary, ensuring a comprehensive note or email is provided to the EAs/fee earners as appropriate
• Telephoning clients or third parties to confirm bank details
• Supporting EAs accordingly with new enquiry activities
• Supporting to ensure all critical activities are progressed within required timelines e.g. critical/key dates reminders and moving actions forward towards dates
• Quality checking of returned document production output ensuring accuracy and high quality – filing where required and liaising with Team Leaders to flag any quality concerns
• Liaising with EAs and finance regarding write offs for WIP/disbursements, credit notes, billing and invoicing activities in a timely manner
• Assisting fee earners in the billing and credit control process – generating accurate billing reports, draft bills, and accompanying letters in a timely manner
• Assisting fee earners with finance tasks – requesting cheques, CHAPS/BACS payments, bank transfers and paying in money received, as appropriate
• Reviewing WHoogle twice daily as a minimum for unclaimed monies and liaising with EAs to investigate/claim, ensuring AML requirements are sufficient before claiming
• Supporting EAs with file closure activities as requested and sending items to storage
• Drafting standard and templated cover letters where required
• Supporting with the collection of aged debt in line with lettering process, as and when required
• Processing the incoming post daily in a timely manner, quality checking scans against hard copies and filing appropriately. Filing/destroying hard copies as appropriate and in line with any firm retention/destruction policies. Liaising with EAs where further investigation is required
• Handling original documents such as wills and deeds, including scheduling of deeds. Ensuring records are accurately kept up to date and liaising with the relevant teams as required
• Delivering an exceptional electronic and hard copy file management service, ensuring maintenance of accurate filing systems for electronic and hard copies, logging deeds and documents in a timely manner, where required. Ensuring all elements of filing are up to date and items are labelled in accordance with company policy and naming convention, filing attachments to e-mails separately alongside the original e-mail etc.
• Managing outgoing mail tasks, printing and collating hard copy enclosures and obtaining approval where required, ensuring a high level of accuracy
• Preparing engrossed and certified copies of original documents (certification to be completed by fee earners only as per firm policy)
• Preparing electronic bundles including the use of bookmarks and hyperlinks where required
• Supporting the EAs and fee earners in completion of file reviews in line with firm timelines and requirements, where required
• Taking meeting notes where required
• Where relevant, using third party systems, portals or websites to undertake department specific tasks – e.g. Land Registry, InfoTrack, C-E filing, Companies House, OPG – and any other relevant systems
• Liaising with internal departments including finance and compliance, where required
• Prioritising the workload effectively by deadline, importance and time sensitivity
• Actively participating in all relevant training
• Demonstrating flexibility with working practices/processes in line with the business need, especially in times of pressure/high workload
• Supporting the wider business where required and necessary, including other members of the wider support and different legal teams, both proactively and at the request of the EA/LA team leaders
• Ensure that personal and team working areas are always kept tidy and professional
• Attend both team and firm wide meetings and trainings where scheduled
• Any other duties within the scope and spirit of the post as required

Personal Attributes

• Well presented, with excellent communication skills
• Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm.
• Excellent telephone manner and competent knowledge of telephone systems
• Strong on customer focus
• Capable of taking initiative and developing solutions
• Flexible and enthusiastic, self-starter who is keen to progress with a fast-growing company
• Able to work alone as well as within a team
• Energy/stamina as on feet all day
• Attention to detail, ability to retain high concentration levels for extended periods of time

Rewards and Benefits:

We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:

• 25 days holiday, plus bank holidays (pro-rata for part time or fixed term roles)
• Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances.
• Life Assurance
• Private Medical Insurance
• Health Assessments
• Discounted gym memberships
• Referral Scheme

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at careersatWL@williamslea.com .

In a rapidly changing world, the ability to innovate and break new ground drives progress. Williams Lea has harnessed this ability for more than 200 years.

Our 5,200+ talented employees worldwide are experts in delivering efficient business processes in complex and highly regulated environments.

We’re always progressing. Connecting technology with expertise and strong processes to transform support services. As we enter our third century, we continue helping businesses thrive in a future driven by digitization and virtualization.

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