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Team Administrator

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Pinsent Masons

1mo ago

  • Job
    Full-time
    Entry, Junior & Mid Level
  • Legal
    People, HR & Administration
  • London

AI generated summary

  • You must manage filing systems, assist with meetings, handle communications, coordinate schedules, update databases, aid in travel arrangements, and represent the firm professionally.
  • You will maintain filing systems, assist with meetings, manage schedules, handle calls, update databases, and coordinate travel and marketing efforts, ensuring smooth workflow and communication.

Requirements

  • Maintaining the filing system (both paper and e-mail based). Ensuring that all files are kept up to date at all times. Setting-up and maintaining new filing systems. Printing-off matter related e-mails on request and ensuring paper copies are held on the appropriate file. Archiving and retrieving files and deeds from storage as required
  • Assisting other members of the Practice Group with overflow work
  • Collating and preparing information for meetings, both internal and external. Producing and circulating agendas and itineraries, as appropriate
  • Taking and relaying messages (ensuring that lawyers and clients receive those messages promptly, particularly if they are out of the office)
  • Assisting with managing fee earner electronic schedules, arranging meetings/appointments and lunches both internally and externally as needed. Liaising with reception to ensure all room bookings and hospitality requirements are in place
  • Updating lawyers' client contact databases
  • Assisting Legal PAs and Business Development with preparation and sending out brochures to prospective clients and management of the interface with the Marketing Group including provision of contacts for seminars
  • Assisting Legal PAs with travel and accommodation arrangements for local, national and international travel (and ensuring that those arrangements comprise the most cost effective solution to meet the legal or client team's travel requirements)
  • Answering incoming telephone calls in a professional manner
  • Dealing with enquiries from internal and external callers
  • Awareness at all times that you are the "face of the firm", i.e. the first port of call for potential new instructions

Responsibilities

  • Maintaining the filing system (both paper and e-mail based). Ensuring that all files are kept up to date at all times. Setting-up and maintaining new filing systems. Printing-off matter related e-mails on request and ensuring paper copies are held on the appropriate file. Archiving and retrieving files and deeds from storage as required
  • Assisting other members of the Practice Group with overflow work
  • Collating and preparing information for meetings, both internal and external. Producing and circulating agendas and itineraries, as appropriate
  • Taking and relaying messages (ensuring that lawyers and clients receive those messages promptly, particularly if they are out of the office)
  • Assisting with managing fee earner electronic schedules, arranging meetings/appointments and lunches both internally and externally as needed. Liaising with reception to ensure all room bookings and hospitality requirements are in place
  • Updating lawyers' client contact databases
  • Assisting Legal PAs and Business Development with preparation and sending out brochures to prospective clients and management of the interface with the Marketing Group including provision of contacts for seminars
  • Assisting Legal PAs with travel and accommodation arrangements for local, national and international travel (and ensuring that those arrangements comprise the most cost effective solution to meet the legal or client team's travel requirements)
  • Answering incoming telephone calls in a professional manner
  • Dealing with enquiries from internal and external callers
  • Awareness at all times that you are the "face of the firm", i.e. the first port of call for potential new instructions

FAQs

What is the working schedule for the Team Administrator position?

The working hours for the Team Administrator position are Monday to Friday from 9.30 am to 5.30 pm.

What type of tasks will I be responsible for in this role?

As a Team Administrator, you will be responsible for maintaining filing systems, assisting with overflow work, preparing meeting materials, managing schedules, and handling travel arrangements, among other administrative duties.

Is prior experience in a similar role required for this position?

Ideally, candidates should have relevant skills and experience in administrative support, but specific prior experience may not be strictly required.

Will the Team Administrator need to interact with clients?

Yes, the Team Administrator will be the "face of the firm" and will need to interact with both internal and external callers.

Are there opportunities for career development within the company?

Yes, you will have the opportunity to work with leading experts and form meaningful relationships, which can contribute to your professional growth and development.

What benefits does the company offer to employees?

The company offers various benefits including 25 days of annual leave, a contributory pension scheme, private healthcare, carers' leave, and interest-free loan options for season tickets and gym memberships.

How does the recruitment process work?

The recruitment process typically involves two interview stages, with the first stage conducted virtually and the second in person at the office.

Is the company open to flexible working arrangements?

Yes, the company is willing to consider any flexible working requests.

What kind of work environment can I expect at Pinsent Masons?

You can expect a collaborative and supportive work environment that values ideas and encourages teamwork.

Is there support provided for travel arrangements?

Yes, the Team Administrator will assist with travel and accommodation arrangements for local, national, and international travel.

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Pinsent Masons

Multinational law firm with offices across the UK, Europe, the Middle East, Africa and Asia

Law
Industry
1001-5000
Employees
1796
Founded Year

Mission & Purpose

Pinsent Masons is a multinational law firm with a reputation for delivering high-quality legal advice rooted in its deep understanding of the sectors and geographies in which our clients operate. Our expertise is recognised globally. In recent years we have achieved more tier 1 rankings in The Legal 500 UK guide than any other firm, and been counted among the most innovative law firms in Europe and Asia Pacific by the Financial Times. With over 1,500 lawyers operating from 27 locations throughout Europe, Asia Pacific, the Middle East and Africa, we are well-placed to advise on complex multi-jurisdictional matters across a full range of legal disciplines. The firm has significant international credentials in the global energy, infrastructure, financial services, real estate and technology, science and industry sectors. Pinsent Masons looks at your business needs differently. This means we don't just apply lawyers to solve clients'​ problems; we deploy a wider range of professional disciplines, enabled by people, process and technology, to deliver a global professional service with law at its core.

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