Team Administrator (Bristol)

Job Title

Team Administrator

Job Type

Full Time, Permanent

Location

Bristol

Reports To

Secretarial Coordinator

Main Purpose of the role

• Provide effective and high-quality administrative support through delegation from the Secretarial Co‑ordinator, Secretaries and fee‑earners to meet team requirements.
• Support the team/office with regular and ad hoc administrative and secretarial tasks.

Key Relationships

• 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.
• Build and maintain relationships with colleagues and key stakeholders.

Main Duties & Responsibilities

Diary and contact management

• Arrange booking of conference rooms, video conference facilities, taxis, refreshments, restaurants and liaise with meeting attendees across internal and external parties.
• Organise travel arrangements through the firm’s travel company, booking and confirming reservations, flights, hotels, car transfers, ordering currency and preparing expense claims, and producing detailed itineraries.

Administrative tasks

• Perform day‑to‑day administrative tasks such as photocopying, scanning and delegate to appropriate departments for large volume printing and document production.
• Manage new client matter opening and related tasks following Service Excellence workbooks and processes.
• Organise document management, including closing of files, archiving and ensure all relevant documents filed electronically and paper‑based when required.
• Handle 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 for review by fee‑earners.
• Support fee‑earners, Secretarial Co‑ordinator or Group Head on time recording (Intapp) and reporting as required.
• Support fee‑earners with maintenance of InterAction, ensure new business contact details are entered, update contacts from fee‑earners Outlook address book, and record activities for M&BD activities.
• Assist in updating SharePoint intranet pages.
• Assist with event management, including RSVP management and responding to fee‑earner queries about delegates using InterAction reporting.
• Assist the broader team with routine and ad‑hoc administrative tasks related to office operation.

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 accurate and high‑standard delivery.
• Support the team with preparation of agendas, presentations and meeting papers, including print production and timely distribution.
• Regularly update fee earners’ CVs and maintain them in the firm’s CV Bank.
• Sourcing fee‑earners’ CVs for pitches and coordinate CV updates.

Project/matter support

• Assist Secretarial Co‑ordinator, Secretaries and Paralegals with internal project or matter related ad‑hoc duties.
• Upload files to deal rooms and SharePoint; print, file, archive; arrange couriering of files and bundles; support ad‑hoc administrative tasks as required.
• Provide ad‑hoc support to practice support team with tasks.

Person Specification

Education / Qualifications / Experience

• GCSEs grade C/4 or above, or equivalent qualifications in English and Maths as a fundamental criterion.
• Some office experience desirable; training will be provided.

General Skills

• Client service oriented approach.
• Proven teamwork understanding.
• Problem solving skills and solution‑focused mindset.
• Strong computer skills, especially MS Office.
• Good communication skills.
• Strong spelling and grammar.
• Self‑management and excellent organisational skills, with ability to prioritise calmly and effectively in a pressured environment.
• Accountability and professionalism.
• Attention to detail and discretion with confidential information.
• Ability to work effectively as part of a diverse and inclusive team.
• Typing touch speed and accuracy.
• Creative and forward‑thinking approach to tasks.

Other Requirements

• Flexibility with working hours and willingness to work extra and on occasion unsociable hours when required.
• Awareness of and adherence to the firm’s policies and values.

Equal opportunities

• Committed to promoting equality and diversity in the firm and to equal opportunities in employment.
• Believe in equality of opportunity regardless of race or racial group (including colour, nationality, ethnicity, national origins), religion or belief, age, disability, sexual orientation, sex, gender re‑assignment and gender identity, marriage and civil partnership, and pregnancy, maternity and paternity. This includes any incidents of perceptive or associative discrimination and harassment. Service and families of armed forces treated fairly during recruitment and selection processes.
• Seek to attract and retain talented people from diverse backgrounds and cultures, create an exciting and rewarding place to work. Support flexible working arrangements wherever possible and encourage discussion of interest.

Background screening

All recruits will be required to go through a background screening process. Depending on the position, this may include a Disclosure & Barring Service (DBS) certificate. The firm does not discriminate unfairly against any subject of a DBS certificate on the basis of a conviction or other information revealed. The firm’s policy on the recruitment of ex‑offenders is available on request.

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