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Team Administrator

Posted on Jan 24, 2019 by DLA Piper

Birmingham, Birmingham United Kingdom
Admin & Secretarial
Immediate Start
Annual Salary
Full-Time
Description THE ROLE We are recruiting a Team Administrator to work within our Employment, IPT & Restructuring team within our Birmingham office. DLA Piper has a unique approach to our legal secretarial function - 'the hub' (a model encouraging true teamwork). This approach allows us to stretch and develop your skills ensuring you are given interesting work at an appropriate level whilst making sure you are not over-burdened. You still have contact with clients and partners but you will collaborate and work with a wider range of people in the department than in a traditional secretarial model. The feedback on 'the hub' from our existing team has been really positive - we see it as the natural evolution of secretarial services. We have 4 levels of role in the team: * Team Coordinator - monitors incoming work and team capacity and distributes jobs and projects to members of the team, whilst also operating as a senior level secretary. They are also responsible for communicating with fee earners to keep them appraised of a task or projects status * Senior Secretary - takes ownership for the efficient running of the team by role-modelling as an effective and responsible team member and act as workflow supervisor where required * Secretary - provides general secretarial and administration services as part of the secretarial team * Team Administrator - a junior role for those still developing their skills, undertakes routine secretarial tasks at the direction of the Team Coordinator At DLA Piper a Team Administrator: * Undertakes routine secretarial and administrative tasks at the direction of the Team Coordinator * Assists the team in providing fee earners with effective and high quality secretarial support , enabling them to focus on providing the best legal services to clients * Develops secretarial and prioritisation skills * Demonstrates flexibility and proactively contribute to the team's success by actively seeking to improve working processes * Ensures clear and concise record keeping relating to tasks undertaken and correct filing of tasks and supporting materials (i.e. email instructions / discussions) * Follows team processes and procedures when undertaking tasks * Collaborates with team members to fully understand team processes, procedures and solutions * Actively participates in team meetings * Communicates problems promptly to Team Coordinator (or Senior Secretary) * Seeks help or clarification and confirms understanding when uncertain about a task or when instructions are not clear MAIN DUTIES AND RESPONSIBILITIES Working collaboratively with the rest of the team, to deliver provide a comprehensive secretarial/admin support service by: * Taking ownership and responsibility to ensure the work is undertaken in the most appropriate way to maximise efficiency * Managing expectations in terms of deadlines and outcome of tasks assigned * Demonstrating flexibility with working practices in line with the business need, especially in times of pressure/high workload * Filing and e-filing of relevant paperwork including correspondence, emails, research material and finance documents on a daily basis * Printing, scanning and photocopying of emails and documents that are required by fee earners or secretaries, or that are to be filed on appropriate files in a timely manner * Creating new folders ensuring correct folder labels are applied * Working with fee earners/secretaries to organise files in a practical and easy-to-use manner * Assisting with stationery management * Opening of straightforward files * Processing accounts payable / simple expense claims * Updating folder index of documents as appropriate * Assisting with meeting arrangements, including restaurant bookings, in-house room bookings, catering and IT requirements * Entering client details into contacts database (Interaction) with accuracy * Organising sending of mail, faxes and courier deliveries and collections * Paginating and binding documents * Assisting with team event arrangements * Answering telephones and handling calls in a professional manner * Other administration duties as required SKILLS AND ATTRIBUTES Technical: * Some previous relevant admin experience * IT literate with proficiency in Microsoft Office suite (Excel, PowerPoint, Word, Outlook), Lync - Skype for Business * Experience of diary management * Knowledge of document management and filing * Good telephone manner * Excellent organisation and prioritisation skills * Applies knowledge, initiative and judgement to solve problems THE FIRM DLA Piper is a global law firm with lawyers located in more than 40 countries throughout the Americas, Europe, the Middle East, Africa and Asia Pacific. Our global reach ensures that we can help businesses with their legal needs anywhere in the world. We strive to be the leading global business law firm by delivering quality, service excellence and value to our clients and offering practical and innovative legal solutions to help them succeed. Our clients range from multinational, Global 1000, and Fortune 500 enterprises to emerging companies developing industry-leading technologies, as well as government and public sector bodies. At DLA Piper we are firmly committed to diversity and inclusion. For us, diversity isn't just about visible differences, it's the unique blend of talents, skills, experiences and perspectives that makes each of us an individual and we know it's crucial to have a culture and environment where those differences are genuinely valued. We offer exceptional career opportunities to our lawyers, aspiring graduates, and business services professionals in a truly challenging and rewarding environment. PRE-EMPLOYMENT SCREENING Please note that, in the event that we make an offer of employment to you and where local legislation permits, we may conduct pre-employment screening that can include checks relating to your professional and academic qualifications, your eligibility to work in the relevant jurisdiction, any criminal records, your financial stability and references from previous employers.

Reference: 629623117