Administrative Assistant Full Time

Full job description

Purpose:

To provide comprehensive administrative support to Fee Earners, Support Teams, and the Management Board, ensuring the efficient day-to-day operation.

The Administrative Assistant plays a key role in maintaining effective administrative processes, managing documentation and correspondence, coordinating office activities, and contributing to the delivery of a professional and high-quality service across the Firm.

This is a full-time office based role (Monday to Friday).

Duties and responsibilities

• Work as part of the Administrative Team responsible for the day-to-day handling of the Firm’s incoming and outgoing post, DX, and the central retention of Original Documents in accordance with the Firm’s Paperless Policy and Procedures.
• Undertake daily administrative tasks including the collection of incoming post/DX, post opening, sorting, scanning, photocopying, document filing, digital data processing, and arranging the internal couriering of documents across the Firm’s London offices.
• Assist with the preparation and dispatch of outgoing mail and DX, including completing the necessary documentation and ensuring items are ready for collection at the designated time and location.
• Maintain and manage the storage, retention, retrieval, and tracking of Original Documents in accordance with Firm policies and procedures.
• Maintain stock levels of office supplies, including paper, toner, stationery, and kitchen supplies, ensuring accurate stock records are kept and orders are placed in a timely manner.
• Provide administrative support to Fee Earners, Support Teams, and the Management Board in relation to a wide range of office administration activities.
• Assist with document production, scanning, filing, archiving, data entry, and records management, ensuring accuracy and attention to detail at all times.
• Support the administration and coordination of meetings, training sessions, induction programmes, and other Firm events, including the preparation of materials and meeting rooms where required.
• Provide administrative support for the Firm’s monthly induction programme for new joiners, including arranging refreshments, preparing materials, and ensuring facilities are available.
• Be available to work an early shift (08:30 to 16:30) at least twice per month to support induction and operational requirements where necessary.
• Actively participate in training and development opportunities to maintain and enhance knowledge, skills, and service delivery.
• Maintain a high standard of confidentiality and security in respect of client information, records, and Firm data.
• Provide effective cover for colleagues and undertake administrative duties across the wider team as required.
• Ensure reasonable care is taken at all times for the health, safety, and welfare of yourself and others, adhering to all Firm policies and procedures.
• Assist with any other administrative duties and projects reasonably requested by the Supervisor, Management Board, or other authorised managers.

Experience and qualifications

• This is an entry-level role and would suit candidates looking to develop a career in office administration.
• A willingness to learn and develop within an office administration environment, with a proactive approach to acquiring new skills and responsibilities.
• Demonstrates a high level of professionalism, discretion, and commitment to maintaining confidentiality.
• Previous experience in an administrative, office support, or professional services environment would be desirable but is not essential.
• Legal or law firm experience is not required for this position.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Excellent organisational and time management skills, with the ability to prioritise and manage multiple tasks.
• Strong interpersonal skills and the ability to communicate effectively with colleagues at all levels.
• A professional, proactive, and positive approach to work.
• Ability to work effectively in a fast-paced office environment and remain calm under pressure.
• Ability to work both independently and as part of a team.
• Self-motivated with the ability to use initiative and meet deadlines.
• Strong IT skills, including proficiency in Microsoft Office applications and the ability to accurately process and manage digital information and records.

Benefits

On offer a competitive salary and benefits package, including a company pension scheme, annual leave entitlement, wellbeing support, training and development opportunities, and career progression within a supportive and inclusive working environment.