This role will provide administrative support to the business whilst overseeing the administration of the premises and facilities in the London office. The role is part time – 0.6FTE - and is open to a flexible work pattern to be agreed with management, however, the role will be required to be worked onsite.
Key Responsibilities
Office Administration
* Oversee the sourcing, replenishment, and upkeep of essential office materials, equipment, consumables, and related support services to ensure smooth daily operations.
* Oversee the coordination, scheduling, and upkeep of essential workplace cleaning, essential disposal, confidential waste, safety, and maintenance services to ensure a well‑functioning and compliant office environment.
* Pro‑active ongoing supervision of the premises, facilities and relationships with relevant third‑party contractors with oversight from management.
* Ensuring compliance with relevant legislations and requirements such as health and safety, PAT testing, office fire safety.
* Actively contribute to office moves, layout changes and renovations including the purchase of new furniture
* Management of incoming and outgoing documents (i.e. post, internal and external messenger duties, DHL, special deliveries etc.).
* Responsibility for security and safety systems in place such as door access, intruder alarm and fire alarm systems.
Legal Administration
* Providing general administrative support to the fee earning teams in London on a variety of tasks as required – this may involve billing, new matter take‑on processes etc.
General
* Assist IT, HR and other support departments with general administrative and contact support on the ground in the London office.
Qualifications
* Ideally a graduate, or at least educated to A level or equivalent with strong grades.
* An administration or secretarial qualification would be advantageous.
Knowledge/skills/experience
* Prior experience in a professional services firm, ideally within a legal environment but this is not essential.
* Confident and competent IT user with a sound working knowledge of MS Office to include Word, Excel, PowerPoint and Outlook.
* Experience of document management systems would be advantageous.
* Excellent typing and formatting skills.
* Highly organised with the ability to multi‑task and prioritise tasks.
* Willingness and ability to learn.
Competencies
We would like you to have:
* Team spirit and flexibility to share workload and support the administration team.
* Good initiative to support fee earners, resolve issues and to work independently with appropriate supervision.
* Enthusiasm, drive, flexibility, initiative and the ability to be pro‑active.
* A calm and proactive approach even when under pressure and managing deadlines.
* Accuracy and a good eye for detail.
* A confident communicator in all forms.
In this role you will be expected to:
* Behave in a manner in keeping with our core culture and values.
* Adhere to all policies, procedures and regulations including those around anti‑money laundering and terrorist financing.
* Commit to fulfilling any personal CPD requirements and continually developing your skills and knowledge.
* Be flexible, as occasionally you may be asked to work beyond your contracted hours to support urgent work.
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