Administrative Assistant

Department: Healthcare
Location: Various

Working arrangement: Hybrid

The Role

The Administrative Assistant provides essential administrative, file management, and operational support to Fee Earners, Practice Assistants, and the wider Legal Support team. The role is responsible for ensuring efficient document and matter management, supporting business operations, and delivering a professional, responsive service to both internal and external stakeholders.

Working within a fast-paced legal environment, the successful candidate will develop strong working relationships across the business, proactively manage tasks, and contribute to the smooth running of legal and business support activities.

Key Responsibilities

Client & Business Support

• Support Practice Assistants with client and business development activities, including tender submissions, directory submissions, client training sessions, and meetings.
• Maintain accurate client, contact, and business development information within CRM systems.
• Develop an understanding of client-specific protocols and requirements, ensuring these are followed consistently.
• Assist with the preparation and coordination of client-facing events, seminars, conferences, and networking activities.

Administrative & File Management

• Manage electronic and physical files, ensuring documentation is appropriately filed, organised, and maintained in accordance with firm standards and naming conventions.
• Support file opening, matter creation, file closing, and archiving processes in compliance with firm procedures and regulatory requirements.
• Coordinate printing, scanning, photocopying, document production, and high-volume copying requests.
• Arrange meeting rooms, travel, accommodation, transport, courier services, and other administrative requirements.
• Order and manage office and promotional materials, maintaining appropriate stock levels.
• Support the preparation and distribution of event materials, delegate lists, and related documentation.

Communication & Collaboration

• Work closely with Practice Assistants, Fee Earners, Hub Leaders, and Legal Support Managers to deliver an efficient support service.
• Communicate effectively with stakeholders, providing timely updates on tasks and work progress.
• Answer and redirect internal telephone calls and enquiries as required.
• Collaborate with colleagues to manage workloads and ensure service levels and deadlines are consistently achieved.
• Participate actively in team meetings and contribute to a positive team environment.

Matter & Document Management

• Upload, organise, and maintain documentation within client data rooms and document management systems.
• Assist with the preparation of court bundles, both electronic and hard copy, ensuring compliance with court requirements and instructions.
• Review documentation and data for accuracy and completeness.
• Monitor shared inboxes and correspondence, ensuring documents are appropriately actioned and filed.
• Ensure all records are maintained in accordance with firm policies, procedures, and compliance requirements.

Financial Administration

• Provide support with billing, invoicing, and financial administration activities as required.
• Assist with expense processing and related administrative tasks.
• Support fee earners and Practice Assistants in maintaining accurate matter-related information.

Service Excellence

• Deliver a professional, responsive, and client-focused service.
• Take ownership of assigned tasks, ensuring work is completed accurately and to agreed deadlines.
• Demonstrate flexibility and willingness to support colleagues and wider team objectives.
• Identify opportunities to improve processes and ways of working to enhance service delivery.

Skills, Experience & Knowledge

Essential Skills & Experience

• Previous experience in an administrative, coordination, or business support role, ideally within a legal or professional services environment.
• Strong organisational skills with the ability to prioritise workload and manage multiple tasks simultaneously.
• Excellent attention to detail and commitment to accuracy.
• Strong verbal and written communication skills.
• Customer and client-focused approach with a commitment to delivering excellent service.
• Proactive, adaptable, and solutions-focused mindset.
• Ability to work effectively as part of a team while managing individual responsibilities.
• Professional, reliable, and accountable approach to work.
• Willingness to learn, develop, and take on new responsibilities.

Technical Skills

• Experience using document management, case management, or records management systems.
• Good understanding of administrative processes and best practice.
• Intermediate Microsoft Office skills, including Outlook, Word, Excel, and PowerPoint.
• Experience working with databases, shared systems, and digital collaboration tools.
• Ability to manage documentation, records, and data accurately and efficiently.