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Job title: Team Administrator
Job type: Full Time, Permanent
Location: Bristol
Reports to: Secretarial Manager

Main purpose of the role:

• To provide effective and high-quality administrative support through delegation from the Secretarial Co-ordinator, Secretaries and fee-earners that appropriately meets the requirements of the team
• To support the team/office with regular and ad hoc administrative tasks and other secretarial tasks

Main Duties & Responsibilities

Diary and contact management:

• Arrange the booking of conference rooms, video conference facilities, taxis
  refreshments, restaurants, and liaising with meeting attendees, both internal and
  external
• Organising travel arrangements through the firm's travel company, booking and
  confirmation of reservations, flights, hotels, car transfers, ordering currency and
  expense claims and producing detailed itineraries.

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.
• Effectively manage new client matter opening and any additional tasks and duties relating to this process, following Service Excellence workbooks and process throughout
• Organises document management, including closing of files, archiving and ensures that all relevant documents are filed electronically and paper-based, if required
• Dealing with and submission of travel invoices and expense claims using Chrome
  River
• Submitting invoices for payment through the Accounts Payable team and monitoring progress
• Prepare WIP reports to be reviewed by fee-earners
• Supporting fee-earners, Secretarial Co-ordinator or Group Head on time recording (Intapp), including reporting as required
• Supporting fee-earners with maintenance of InterAction; 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 a M&BD activity is planned with a client or target by own fee-earner, proactively downloading and printing reports on contacts ahead of meetings and pitches with the contact
• Supporting team in updating information on the SharePoint intranet or in managing and maintaining particular pages
• Assisting with event management including tasks such as RSVP management for events, responding to fee-earner queries about attending delegates using InterAction reporting function
• Assisting the broader team with routine and ad-hoc administrative tasks relating to the operation of the team/office.

Preparation of key documents and correspondence:

• Assisting with simple typing tasks including digital dictation, copy typing and
  handwritten amendments
• Using the firm's house style and proofreading all work to ensure that completed
  documents are delivered accurately and to a consistently high standard
• Assisting the team with the preparation of agendas, presentations and meeting
  papers, including print production and timely distribution
• Regularly updating fee earners' CVs ensuring they are maintained in the firm's CV Bank
• Sourcing fee-earners' CVs for pitches and co-ordinating the update of the CVs.

Project/matter support:

• Assisting Secretarial Co-ordinator, 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.

Person specification:

Education / Qualifications / Experience:

• Some office experience desirable, although training will be provided

General Skills:

• Client service orientated approach
• A proven working understanding of teamwork
• Problem solving skills and solutions focused
• Strong computer skills, specifically in relation to MS Office
• Good communication skills
• Strong spelling and grammar
• Self-management and excellent organisational skills, with the ability to prioritise work calmly and effectively in a pressurised environment
• Accountability and professionalism
• 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
• Creative and forward-thinking approach to tasks