Office Administrator

Office Administrator

Salary: Will be discussed at interview stage

Location: Leamington Spa, CV34 6BF

Contract: Full Time, Permanent

Shifts: 36.25 hours per week, Monday – Friday, 9am until 5:30pm with 1 hour and 15 minute unpaid break

Work model: Fully onsite

Williams Lea seeks an Office Administrator to join our team!

Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms. Williams Lea employees, nearly 7000 people worldwide, who provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.

Purpose of role 

The Legal Administrator’s principal role is to provide the fee earners with the administrative support they need to provide seamless legal services to their customers and help them to maximise the amount of time they can spend on fee earning tasks. They will predominantly support the EA team in delivering a high-quality service. The support provided needs to be efficient and of a high standard. The individual is expected to work as part of a strong team, have a high attention to detail and can maintain a high level of confidentiality and professionalism.

The Legal Administrator will be responsible for completing defined legal administrative tasks while adhering to all client processes, protocols and policies.

Key responsibilities 

• Provide efficient and reliable administrative support, including document scanning, preparation of bundles, photocopying, printing, filing and other general administrative tasks
• Liaise directly with fee earners to discuss support requirements, where necessary
• Ensuring all new matter instructions are set up on the systems promptly and accurately
• Monitoring and responding to emails in a professional and timely manner
• Taking telephone calls on behalf of the team, independently resolving as many enquiries as possible and escalating where necessary
• Telephoning clients or third parties to confirm bank details
• Supporting Executive Assistants accordingly with new enquiry activities
• Supporting to ensure all critical activities are progressed within required timelines
• Quality checking of returned document production output ensuring accuracy and high quality
• Liaising with Executive Assistants and finance regarding write offs for WIP/disbursements, credit notes, billing and invoicing activities in a timely manner
• Assisting fee earners in the billing and credit control process – generating accurate billing reports, draft bills, and accompanying letters in a timely manner
• Assisting fee earners with finance tasks – requesting cheques, CHAPS/BACS payments, bank transfers and paying in money received, as appropriate
• Supporting with file closure activities as requested and sending items to storage
• Drafting standard and templated cover letters where required
• Supporting with the collection of aged debt in line with lettering process, as and when required
• Processing the incoming post daily in a timely manner, quality checking scans against hard copies and filing appropriately. Filing/destroying hard copies as appropriate and in line with any firm retention/destruction policies
• Handling original documents such as wills and deeds, including scheduling of deeds. Ensuring records are accurately kept up to date and liaising with the relevant teams as required
• Delivering an exceptional electronic and hard copy file management service, ensuring maintenance of accurate filing systems for electronic and hard copies, logging deeds and documents in a timely manner, where required. Ensuring all elements of filing are up to date and items are labelled in accordance with company policy and naming convention, filing attachments to e-mails separately alongside the original e-mail etc.
• Managing outgoing mail tasks, printing and collating hard copy enclosures and obtaining approval where required, ensuring a high level of accuracy
• Preparing engrossed and certified copies of original documents
• Preparing electronic bundles including the use of bookmarks and hyperlinks where required
• Supporting the Executive Assistants and fee earners in completion of file reviews in line with firm timelines and requirements, where required
• Taking meeting notes where required
• Where relevant, using third party systems, portals or websites to undertake department specific tasks
• Liaising with internal departments including finance and compliance, where required
• Prioritising the workload effectively by deadline, importance and time sensitivity
• Actively participating in all relevant training
• Demonstrating flexibility with working practices/processes in line with the business need, especially in times of pressure/high workload
• Supporting the wider business where required and necessary, including other members of the wider support and different legal teams, both proactively and at the request of team leaders
• Ensure that personal and team working areas are always kept tidy and professional
• Attend both team and firm wide meetings and trainings where scheduled

Personal attributes

• Previous experience in an administration, or a similar role
• Flexible and dependable, able to take initiative
• Able to remain calm under pressure and work to tight deadlines and defined SOPs
• Conscientious, approachable and enthusiastic
• Able to quickly build confidence, respect and trust with others
• Have a positive approach to daily tasks and have a solution and service delivery focused working method
• Adaptable to change
• Team player
• Excellent interpersonal skills
• Solutions focused
• Have a high level of confidentiality and integrity
• Exceptional attention to detail

Rewards and Benefits

We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:

• Free on-site car park and café
• 25 days holiday, plus bank holidays(pro-rata for part time roles)
• Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances.
• Life Assurance
• Private Medical Insurance
• Dental Insurance
• Health Assessments
• Cycle-to-work scheme
• Discounted gym memberships
• Referral Scheme

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at careersatWL@williamslea.com(we do not accept applications to this email address).

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