Team Administrator ENRI

Responsibilities

• 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.

• 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.

• 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.
  • Organise travel arrangements through the firm's travel company, booking and confirming 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 demonstrating the ability to delegate to appropriate department(s) when necessary, e.g. for organising large volume printing, photocopying, document production.
  • Effectively manage new client matter opening and any additional tasks and duties relating to this process, following Service Excellence workbooks and process throughout.
  • Organise document management, including closing of files, archiving and ensuring that all relevant documents are filed electronically and paper‑based, if required.
  • Deal with and submit travel invoices and expense claims using Chrome River.
  • Submit invoices for payment through the Accounts Payable team and monitor progress.
  • Prepare WIP reports to be reviewed by fee‑earners.
  • Support fee‑earners, Secretarial Co‑ordinator or Group Head on time recording (Intapp), including reporting as required.
  • Support fee‑earners with maintenance of Inter Action; ensure new business contact details are entered and contacts from fee‑earners Outlook address book are shared, updating changes of contact, and entering activities when a M&BD activity is planned with a client or target by own fee‑earner, proactively downloading and printing reports on contacts ahead of meetings and pitches with the contact.
  • Support team in updating information on the SharePoint intranet or in managing and maintaining particular pages.
  • Assist with event management including tasks such as RSVP management for events, responding to fee‑earner queries about attending delegates using Inter Action reporting function.
  • Assist the broader team with routine and ad‑hoc administrative tasks relating to the operation of the team/office.
• Preparation of key documents and correspondence
  • Assist with simple typing tasks including digital dictation, copy typing and handwritten amendments.
  • Use the firm's house style and proofread all work to ensure that completed documents are delivered accurately and to a consistently high standard.
  • Assist the team with the preparation of agendas, presentations and meeting papers, including print production and timely distribution.
  • Regularly update fee earners' CVs ensuring they are maintained in the firm's CV Bank.
  • Sourcing fee‑earners' CVs for pitches and co‑ordinating the update of the CVs.
• Project/matter support
  • Assist Secretarial Co‑ordinator, Secretaries and Paralegals with internal project or matter related ad‑hoc duties.
  • Duties may include but are not limited to uploading files to deal rooms and SharePoint; printing, filing and archiving; arranging for files and bundles to be couriered; and supporting ad‑hoc administrative tasks as required.
  • Provide ad‑hoc support to practice support team with tasks.
• Flexibility with working hours as required and willingness to work extra and on occasion unsociable hours when required.
• Awareness of and adherence to the firm’s policies and values.
• 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.

• Client service orientated approach
• A…