We are looking for a highly organised Administration Assistant to support across our legal departments and business support function. You will be responsible for administration tasks including audio typing, bundling, scanning and managing post, as well as utilising case management and other systems to support the management of client data and matters. You will also act as second line support to our reception, covering for planned and unplanned absences.
You should have proven office or administration experience and strong computer skills including Microsoft Office (Word, Excel, PowerPoint). Experience using case management software is not essential but you should have a willingness to learn new systems.
Client communication is important to us so we are looking for someone who is confident dealing with clients both in person and on the phone. You should have strong written English skills with a good typing speed.
Client confidentiality and attention to detail are fundamental parts of the role and you should be able to demonstrate experience in these areas.
If you are looking for a varied and busy administrative role and think you have the skills we need, then we would love to hear from you.
Please note that this position is not suitable for law degree candidates looking for legal training contracts.
Primary Duties
General Administration
*Provide audio typing support across all departments, including:
o Attendance notes
o Letters and documents
o Bills
*Use third-party software to support all departments, including:
o LEAP
o Microsoft Office 365
o Perfect Portal
o eCOS/InfoTrack
o Lender Exchange
o LMS
o MyHMCTS
o Land Registry
*Assist with file administration for all departments:
o Opening and closing files
o File compliance
o Document bundling
o Electronic filing
o Editing PDFs
o Scanning and filing in LEAP
*Manage firm-wide file closure processes and monthly reporting.
*Photocopy documents as required.
*Ensure archive databases are kept up to date.
*Assist with banking tasks when Accounts are unavailable.
*Take minutes at Admin departmental meetings and coordinate agendas and diaries for upcoming sessions.
*Undertake any other duties as directed by the Line Manager.
Reception Support (Second Line)
*Welcome visitors and handle calls efficiently.
*Forward messages, escort clients to meeting rooms, and manage bookings.
*Oversee faxes, post, attendance logs, and staff registers.
*Maintain a tidy reception area and meeting rooms and complete checklists as required.
*Ensure all visitors are aware of fire procedures and take responsibility for their safe exit during emergencies if they are left unattended.
Post Room Duties
*Scan incoming post as required.
*Maintain paper and toner supplies in the post room copier.
*Cover post franking and dispatch as needed.
*Top up the franking machine as required (holiday cover only).
*Run software updates on the franking machine on the 1st of each month (holiday cover only).
*Keep the post room tidy at all times.
*Monitor stocks of franking machine labels and ink; report shortages to the Line Manager (holiday cover only).
Required Skills
o Previous experience working in an administrative role
o Grade 4 Maths and English is desirable; strong written and verbal English skills are essential.
o Strong communication skills, confident to cover reception and to speak to clients on the phone and in person
o Strong organisational and time management skills, ability to manage across functions
o High level of attention to detail/accuracy
o Good working knowledge of Excel, as well as Microsoft Office
o Desire to learn with a proactive attitude to work


We are committed to building a diverse and inclusive team and encourage applications from people of all backgrounds, identities and experiences. If you need any adjustments or support to ensure you can fully participate in our recruitment process please contact us via our website.