Senior Administrative Assistant

London, England, United Kingdom

12/12/2024

About Linklaters

Linklaters is a global law firm, with 31 offices in 21 countries worldwide.

We have been named as one of The Times’ Top 50 Employers for Gender Equality for the tenth consecutive year; recognised by Stonewall as a top 10 employer for LGBTQ+ inclusion, and by the Social Mobility Employer Index as a top employer for advancing social mobility.

We love hearing from anyone who is enthusiastic about changing the Legal industry. Not sure you meet all qualifications? Let us decide! Research shows that women and members of other under-represented groups tend to not apply to jobs when they think they may not meet every qualification, when, in fact, they often do! At Linklaters, we are committed to creating a diverse and inclusive environment and strongly encourage you to apply.

The Role

Role

This role will provide full administrative support to the team, contributing to the operational effectiveness of internal client groups. It will involve:

• Soft Link Secretary Support to Junior Fee Earners (A1/A2 Level);
• Undertake all administrative and clerical tasks as required using the most appropriate tools and resources to deliver the service effectively.
• Demonstrate flexibility and excellent service in supporting internal client groups.
• Proactively contribute to the groups’/divisions’/firm’s success by actively seeking to improve working processes, anticipating needs of colleagues and taking action accordingly.
  
  

Key Responsibilities

Soft Link Secretarial Support to Junior Fee Earners

Tasks To Include

• Outlook: Inbox management, including alerting Fee Earners to urgent messages; e-filing to correct matter folders; diary management; Client Book updates from calendar.
• Telephone: ensuring any queries/messages are passed to Fee Earners in a timely manner.
• Billing: assist in the monthly billing process including generating WIP reports and liaising with Cost Clerks/Billing Assistants to produce draft and final bills.
• Matter Management: assisting with opening new matters, ensuring engagement letters are produced and uploading signed terms to engage.
  
  

Mentor/Buddy Support To Administrative Assistants Including

• managing the central ServiceNow queue, ensuring tasks are completed efficiently across the AA team.
• providing help and advice on the completion of specific tasks.
• being available to offer support to the AA team.
  
  

Administrative Assistant in host groups and more widely

Clerical support

• Set up meetings including meeting room bookings.
• Assist with the preparation and collation of papers ahead of meetings.
• Order taxis, tickets, book restaurants, issue invitations.
• Assist with expenses reimbursements, including filing and submitting the appropriate form.
• Assist with domestic and international travel bookings.
• Assist with timesheets inputting and other data entering tasks.
• Create and amend contacts and distribution lists.
• Manage confidential data.
• Assist with resolving IT issues, liaising with IT support, including in relation to printer errors.
• Assist with ad hoc group tasks including stationery orders, arranging for new door signs, name tablets and co-ordinate team collections.
• Arrange catering for team meetings / lunches / internal training sessions etc.
  
  

Document Processing

• Print and scan documents, including resizing pages for printing, when required.
• Organising ‘bibles’ including creating a cover index.
• Billing process including amending narratives.
• Bind documents.
• Create folders and folder labels.
• Assist with document comparisons (including compareDocs) and conversion of documents into PDF and other formats.
• Assist with document formatting.
• Setting up Intralinks pages and uploading documents.
• Assist with ‘data room’ printing.
  
  

Mail and Filing

• Assist with organising couriers and preparing documents for posting.
• Receive and distribute mail.
• Assist with archiving and filing.
• Establish and maintain effective and accurate filing systems and records (hard copy and electronic) including archiving when complete.
  
  

Internal Systems and Materials

• Working with ServiceNow, including proactively checking the queue for tasks and prioritising tasks according to their urgency.
• Amend / update client book contacts, including adding relationship meetings and running reports.
• Working with NIM with regard to matter management information.
• Working with engage! to upload engagement terms.
• Co-ordinate setup of internal sites and Wiki pages, including creating links and amending pages.
• Assist with DocExplorer document management.
• Assist in amending K&L & materials, including CVs.
  
  

Teamwork and communication

• Build effective networks and relationships across the firm in order to complete tasks in the most effective way for the business.
• Participate in group specific activities such as work desk.
• Proactively offer support to the team in line with the firm’s ‘one team’ approach, sharing workload and experience.
• Offer flexibility and openness to a broad range of tasks.
• Use all available Firmwide resources to meet work deadlines.
• Communicate effectively and behave in line with firm’s values.
  
  

Continuous Improvement and Development

• Ensure continuous improvement of own competencies and skills in order to provide excellent professional assistance.
• Attend training as required to keep up to date with firm processes and procedures and new technologies, sharing the knowledge and learning with colleagues.
• Consider and suggest ideas for improving processes and ways of working within own area of responsibility and those within the wider team, escalate issues where appropriate;
  
  

Characteristics, Skills & Experience Required

Character

• A committed team player
• Proactive and enthusiastic, positive can-do attitude
• Excellent communication and interpersonal skills
• Adaptable and flexible
• Strong organisational skills and attention to detail
• Integrity and ability to maintain confidentiality
• Ability to cope with pressure and conflicting demands on time
• Able and willing to follow through, exercise judgement and take responsibility for and conclude actions
• Confident and professional manner
• Flexible and receptive to change in line with business demands
• Able to prioritise work effectively
• Commercially aware, understand internal and external client
  
  

Education / Qualification

• GCSE English Language and at least 4 other GCSEs (including Maths) at Grades 9-4
• A level (or equivalent)
  
  

Office Skills

• IT literate
• Word
• Powerpoint
• Outlook
• Printing and scanning equipment knowledge
  
  

Our Benefits

Joining Team Linklaters will see you qualify for a range of benefits designed to reward the vital contribution you'll be making to our success. These include:

Health & Wellbeing

• Private Medical Insurance
• Free in-house fitness centre and subsidised health club memberships
• Free onsite GP service and periodic health assessments
  
  

Finance

• Pension and flexible savings options
• Income protection and life assurance
• Mortgage advice and will-writing services.
  
  

Family & Lifestyle

• Electric car and cycle to work schemes.
• Emergency family care
• Additional holiday/birthday leave.
• Maternity/paternity/shared parental leave.
• Travel insurance and season ticket loan
• Option to join sports and social clubs, as well as our employee networks groups (such as our Gender Equality, With Pride, or Social Mobility Networks)
  
  

Technical Skills

This list of duties and responsibilities above is not exhaustive. It is intended to describe the general content of, and requirements for, the performance of this job. As such, the role may also include the undertaking of additional tasks as required.

Application Policy

Applications and CVs (direct or via agency) are only accepted online via the portal. Queries related to our roles must be directed to the relevant recruitment team and not the partners, practices or stakeholders (lateralrecruitment@linklaters.com for legal roles or ukbtrecruitment@linklaters.com for business team roles).