Document Specialist

Job Description

Owen Reed is thrilled to announce an exceptional opportunity for a dedicated and dynamic individual to join a top-tier law firm in London as an Administrator (Corporate) on a 12-month Fixed Term Contract (FTC). This role offers the perfect blend of professionalchallenge and work-life balance, ideal for those who thrive in a vibrant, fast-paced environment.Role overviewWe are looking for an organised and ambitious Administrator to work as part of a team within our Corporate practice based at the firm’s Head Office in London, initially on a 12 month FTC. The role is to work alongside a wider team of two Administrators and22 Executive Assistants (EAs’) across our three Corporate groups. As with all client-led industries, a degree of flexibility is required. The role will report to the Corporate Practice Support Manager (PSM’). The successful candidate will provide administrativesupport across our Corporate practice stream, playing a critical role in undertaking routine administrative tasks to support the wider team including EAs, trainees and, in some instances, newly qualified lawyers. This role is an excellent opportunity for someonewho is Administrator - 12 Month FTC keen to learn and develop in an administrator role, providing exceptional service within a busy and professional environment. The role offers defined career progression for the right individual.Key ResponsibilitiesThe key responsibilities of this role are set out below and there may be others which are not listed. You may be required on occasion to work outside our normal working hours of 9.30 a.m. to 5.30 p.m..

• Draft simple emails and create standard form letters, using house styles and templates.
• Amend and engross correspondence, engagement letters, documents, agendas, reports, presentations, diagrams and spreadsheets.
• Assist EAs with document automation.
• Update worklists.
• Create courier request forms and prepare appropriate packaging.
• Collect and distribute internal and external mail.
• Process expense claims (Chrome River).
• Enter fee-earner time (Carpe Diem).
• Index and bundle files/documents for archiving.
• Create spine labels and front sheets for lever-arch folders.
• General administrative support, e.g. bundling, indexing, photocopying, printing and scanning.
• Book meeting rooms, restaurants and taxis, and arrange refreshments for internal meetings.
• Monitor stationery cupboards and liaise with Facilities to ensure fully and appropriately stocked at all times.
• Maintain up-to-date knowledge in relation to internal and external travel policies and procedures, check country specific safety advice and travel news via the firm’s travel insurance provider’s travel resources website.
• Assist with the organisation of events and hospitality, to include collating RSVPs, arranging restaurants/venues and any necessary equipment, attending events and supporting the preparation and distribution of name badges.
• Attend and contribute to team meetings as required.
• Assist EAs in maintaining and updating contact information within the firm’s Client Relationship Management system (Dynamics).
• Build strong working relationships with EA team and wider fee earner team.
• Build strong and collaborative relationships with business services teams and maintain effective and efficient use of business support services.
• Facilitate knowledge sharing within peer group and wider team, and provide team support to cover absences and during times of increased workflow. Administrator - 12 Month FTC
• Maintain a comprehensive knowledge of, and ensure compliance with, quality standards and the firm’s policies in general.
• Undertake additional ad hoc duties to support the group as necessary.

Candidate profileCandidates for this position must have:

• Minimum of 4 GCSEs at Grade 5/C or above, one of which to be English Language.
• Basic knowledge of Microsoft Office Suite (including Word, Excel and PowerPoint).
• Excellent attention to detail and use of grammar.
• Good typing speed, maintaining accuracy and pride in their work product.
• Good interpersonal and communication skills and the ability to work well within a team/be a strong team-player.
• A solution-focused attitude.
• A collaborative and supportive approach in relation to the business and its initiatives, and a willingness to get to grips with new technology, taking the training opportunities provided by the firm.
• The ability to manage and prioritise a varied workflow, and to remain proactive and flexible at all times.
• The ability to anticipate and identify potential problems and escalate appropriately.
• Excellent organisational skills, with the ability to multi-task, keep calm under pressure and work to tight deadlines.
• A willingness and confidence to make suggestions where appropriate, and to be adaptable and open to change.
• Professionalism and integrity, displaying high standards of professional ethics. You will also be expected to display the attributes set out under the firm’s Key Behaviours for Business Services staff for this level of role. Below are the most relevantfor this role:
• Technical and professional expertise
• Service excellence
• Drive to deliver
• Analysis and judgement
• Communication and influence
• Working with others
• Resilience Business Services Development

Keyskills :
Document ManagementLegalSecretarialSecretarial SkillsLegal Service