Careers at Simmons & Simmons LLP

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Job Title Team Administrator - Banking
Department N/A
Role Secretaries
Job Location London
Description

Main purpose of job:  

To provide effective and high quality administrative support through delegation from Secretarial Co-ordinator, Professional Support Lawyers, the Marketing & Business Development Manager and secretaries that appropriately meets the requirements of the team. To enable the Professional

Support Lawyers and the Marketing & Business Development team to maximise the amount of time they are able to support fee earners. To support the team/office with regular and ad hoc administrative tasks and other secretarial tasks.

Main duties and responsibilities:

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.
  • Supporting Marketing & Business Development with maintaining the firm’s client contact database; 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 an M&BD activity is planned with a client or target.
  • Assisting PSLs and M&BD with event management including tasks such as, RSVP management for events, responding to fee-earner queries about attending delegates using InterAction reporting function.
  • Assisting PSLs and M&BD in updating information on the SharePoint intranet or in managing and maintaining specific pages.
  • Assisting the broader team with routine and ad-hoc administrative tasks relating to the operation of the team/office, including:
  • Managing submission of travel invoices and expense claims, and maintenance/filing of copies.
  • Supporting document management activity, including closing of files, archiving and ensuring compliance with firm processes. Ensuring that all relevant documents are filed electronically and paper-based, as required.  
  • Support secretaries with billing process including printing and distributing billing guides, delivering invoices to and from billing team and supporting client specific billing and reporting activities such as formatting narratives and report documents.

Preparation of key documents and correspondence

  • Assisting PSLs and M&BD with simple typing tasks including digital dictation, copy typing and hand written amendments.
  • Using the firm’s house style and proof reading all work to ensure that completed documents are delivered accurately and to a consistently high standard.
  • Assisting PSLs and M&BD with the preparation of agendas, presentations and meeting papers, including print production and timely distribution.
  • Supporting M&BD with regular updates of fee earners’ CVs ensuring they are maintained in the firm’s CV Bank.

Project/matter support

  • Assisting Secretarial Co-ordinator, PSLs, M&BD, 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 including but not limited to preparing bundles and hand delivering time critical documents.    

Diary and contact management

  • Assisting PSLs and M&BD by arranging the booking of conference rooms, video conference facilities, cars, refreshments and restaurants.
  • Assisting PSLs and M&BD to monitor incoming post and emails for fee earners, particularly electronic filing, post and/or emails.

Person Specification

Education / Qualifications / Experience:

  • Some office experience, although training will be provided so this role would suit a school or college leaver.

General Skills:

  • Client service orientated approach
  • A proven working understanding of teamwork
  • Problem solving skills
  • Strong computer skills, specifically in relation to MS Office
  • Good communication skills
  • Self management and excellent organisational skills, with the ability to prioritise work calmly and effectively in a pressurised environment
  • Attention to detail and discretion with confidential information
  • Able to work effectively as part of a diverse and inclusive team
  • Ability to touch type quickly and accurately

This role is a 12 month fixed term contract and please find further details in the job description below.

Simmons & Simmons offer a competitive salary and a generous benefits package.

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