Team Administrator (no agencies)

London, England, United Kingdom

12/20/2024

What We Will Offer

We will offer you a place where you can be yourself and where there are no limits on what you can achieve. With us, you can take ownership of your career and have honest conversations throughout. You would join an ambitious firm with a clear strategy for profitable growth where you can get early responsibility and early involvement in growing the business. Here you can expect a competitive and fair reward as well as recognition based on all round performance. This forms part of our internal promise to you, The Deal, between the firm and its employees.

You Can Expect

• A competitive salary and a host of family friendly policies
• Life assurance, private health and dental care for you and your family
• A range of flexible benefits including gym discount and retail vouchers
• Tech, cycle and electric car schemes
• The opportunity to support the firm's charity through volunteering leave
• A wellbeing strategy that focuses on preventative measures to maintain overall health, and tools and support for when our people experience physical or mental difficulties. The strategy focuses on four pillars: physical, emotional, financial and social aspects.
  
  

Team Structure

The role is for a proactive TA who will operate successfully in a pressurised and fast paced environment. The ability to embrace a team-working approach, collaborating with fee earners, personal assistants and business services teams alike and build effective relationships are key to the success of the role.

As support may be required in more than on practice area, a flexible and adaptable attitude is essential, as is the ability to support change within the business.

Main Responsibilities

Managing Communications

• Managing incoming tasks within the ServiceNow workflow tool, screening, prioritising and applying deadlines
• Using own initiative to manage own email accounts: screening, prioritising and actioning
• Responding to requests for assistance in a timely manner
• Act as gatekeeper for fee earners, taking appropriate messages and ensuring they are passed on/followed up appropriately as the “face of the firm”
• Distributing post to fee earners as it arrives in the department
• Arranging external post-delivery including local and international couriers
  
  

Document and File Management

• Proactively delegating document production and dictation transcription to appropriate resource, providing appropriate timeframes for work
• Maintaining filing systems (both paper and electronic), actively filing documents appropriately within Filesite (ensuring compliance with the SH naming conventions policy)
• Record all records in Filetrack (the Records Management system) as outlined in the Records Management policy and procedure, undertake regular records management of files and papers for fee earners, and scan, archive or send to offsite storage as appropriate
• Print/PDF and prepare engrossment documents ready for dating and signature/e-signature
• Convert, merge, split, delete, compare and redact pdf documents
• Taking responsibility for printing, scanning, photocopying, bundle and bible preparation (electronic and hard copy), including delegation of large files to the reprographic team
• Create front sheet and spine labels for document folders
• Managing datarooms, to include creating, uploading/downloading documents
• Creating deeds pack and scheduling the same
  
  

Administration

• Assist PAs with billing matters (collating copies of disbursements, amending narratives, running pre-bills and WIP reports, etc)
• Scan, file and update Intapp with all delivered bills
• Maintain the Stephenson Harwood clear desk policy and ensure communal areas remain clear
• Complete fee earner expenses in a timely fashion
• Perform conflict searches, assist with opening new matters
• Assist fee earners with time recording
• Keep stationery rooms tidy and arrange replenishment of stock if necessary
• Provide various admin support to our business service teams including assistance with project work
• Undertaking real estate or company searches and obtaining original Land Registry copies.
  
  

Client Service

• Build strong and effective relationships with, and develop and maintain a comprehensive knowledge of, internal and external clients and their teams
• Update client database with business cards and contact details, add/delete contacts from marketing lists
• Assist with events and other BD related activities (including maintaining attendee lists, creating badges and managing badge desk)
• Updating client and department information on Quest
• Support additional team members and colleagues as and when required
• Identify and facilitate knowledge sharing within peer group and wider team
• Assisting with meeting arrangement and diary appointments
• Collating and preparing information for meetings, circulating agendas and minutes if appropriate
• Arrange point to point travel bookings (hotel, taxi, flights), producing itineraries and ordering currency where appropriate
• Provide support for any overseas colleagues visiting the London Office
  
  

Most of our roles are hybrid, meaning that colleagues benefit from working in our office and remotely. We are happy to discuss this and other flexible working arrangements with you as part of the application and interview process.

We are an equal opportunity organisation, committed to having a diverse workforce. We do not discriminate on the basis of age, sex, race, disability, sexual orientation, culture, or any other protected characteristics. We aim to create a culture where everyone can be themselves and is valued for their strengths and unique perspectives.

Attributes/Skills Required

• Relevant experience gained in an office environment
• Excellent academic background is desirable
• Advanced Microsoft Office skills
• Commercial and financial acumen
• A thorough understanding of working in a professional, service driven environment and stakeholder/client/business confidentiality
• Confident and professional manner with the ability to build strong relationships with fee earners and clients
• Excellent communication skills and ability to interact at all levels
• Collaborative and supportive of the business and its initiatives
• Adaptable and open to change showing a willingness and confidence to make suggestions for change where appropriate
• Strong organisational skills and excellent attention to detail
• Ability to remain proactive and flexible at all times
• Reliable, hardworking, work to tight deadlines and have the ability to remain calm when under pressure
• Anticipate and identify potential problem and provide innovative solutions
• A strong team player
  
  

This job description is indicative only and does not represent an exhaustive list of responsibilities. The firm reserves the right to alter or change the responsibilities at any time, in line with the firm's strategy and business needs.

We are an equal opportunity organisation, committed to having a diverse workforce. We do not discriminate on the basis of age, sex, race, disability, sexual orientation, culture, or any other protected characteristics. We aim to create a culture where everyone can be themselves and is valued for their strengths and unique perspectives.

About The Firm

With 8 offices worldwide and with our headquarters based in London, Stephenson Harwood is a law firm where our people are committed to achieving the goals of our clients - listed and private companies, institutions and individuals across the globe. Our mix of expertise and culture results in a combination of deep local insight and the capability to provide a seamless international service.

Our experience encompasses corporate, commercial litigation and arbitration, employment, pensions and private wealth, finance, marine and international trade, and real estate and projects.

We assemble teams of bright thinkers to match our clients' needs and give the right advice from the right person at the right time. Dedicating the highest calibre of legal talent to overcome the most complex issues, we deliver pragmatic, expert advice that is set squarely in the real world.

We understand the power of diversity in delivering that high calibre advice to our clients. We want to attract diverse talent and we particularly encourage applications from underrepresented demographics.

Our values

Individuality - We encourage creativity and develop talent.

Commitment - To be the best and deliver the highest standard.

Teamwork - We work together to build close, long-term relationships

Straight talking - We say what we mean and do what we say.

These values express the personality of the individuals within our firm. They are the behaviours we encourage in our people and the standards which inform our decisions and actions.

Our vision into 2026

To be a successful firm where talented people work together in an entrepreneurial environment, building long term client relationships.

This vision is about who we want to be, as well as who we are. It is as much about our values as about our character – the attributes we want to see from all of our people. That's how we unlock our entrepreneurial spirit, advising our clients with top performing teams.

A key part of the 2026 strategy is to focus on five core sectors: decarbonisation, life sciences, private capital & funds, technology, and transportation & trade. These have been identified as crucial in the drive for accelerated profitable growth.