Team Assistant (FTC 12 months)

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JOB TITLE

Team Assistant (fixed term contract for 12 months)

DEPARTMENT

PA Support Team (“PST”)

OFFICE LOCATION

London office

REPORTS TO

PA Manager

WORKING HOURS

35 hours per week on site. Hours of work will be Monday to Friday, 9:30am to 5:30pm, additional hours may be required from time to time.  We are happy to consider agile and flexible working patterns, please contact a member of the recruitment team to discuss further.

FIRM DESCRIPTION

Hogan Lovells Cadwalader brings together more than 3,100 lawyers across 36+ worldwide offices, combining global reach with deep sector expertise. Our combination marks a new chapter. A unique foundation for forging a legal career fit for the future. Strategically placed at the intersection of business, finance, and government, with on-the-ground expertise at every turn. Working seamlessly across practice areas and continents. Where matters span time zones and teams work together to solve complex challenges.

DEPARTMENT DESCRIPTION

Secretarial Services is one of the firm’s support departments and is responsible for delivering a high quality, consistent secretarial and administrative service to our internal and external clients.

ROLE OVERVIEW

To provide high quality and professional administrative support to UK Practice Groups’ Fee Earners and PAs. The post holder will be required to work as part of the PA Support Team (“PST”) as well as assigned practice groups as required.  Good working knowledge of Microsoft packages is required.  Training will be provided on the firm’s systems and document house style, together with an in-house training programme tailored to our Secretarial Competency Framework, as well as other development and training opportunities which are encouraged to develop your skills and enhance client service.  

Key Responsibilities/Accountabilities

Specific duties or responsibilities may be reviewed from time to time to reflect changes in personnel and management structure, staff location or services:

• Support administration tasks sent to the PST and your allocated groups as required
• Work collaboratively with other support roles in handing over and or receiving tasks
• Build strong working relationships internally, including getting to know the Fee Earners, PAs and Business Services
• Use the firm's resources efficiently, e.g. Reprographics, Evening  Document Support and Global Document Production services
• Develop a broad understanding of the nature of each group's administrative task requirements and attend relevant training and know how sessions on types of work
• Build relationships with users of the service provided by Team Assistants; building confidence in the services offered  
• You will rotate to different practice areas approximately every six months, or as needed. You will be required to familiarise yourself with new colleagues and types of work supported by the PA Manager
• Develop strong organisational skills, regularly act on own initiative, highlighting issues and suggesting possible solutions
• Execute tasks in a timely manner in accordance with client deadlines.  Enlist the support of the wider team, where required, in order to complete tasks efficiently
• Learn to organise and prioritise workload and keep a level-headed approach in a busy working environment

Typical Team Assistant tasks include:

• Printing, scanning and filing documents and emails
• Accurate and regular maintenance of filing system, archiving and retrieval of files from storage and creating indexes
• Accurate document creation and amendment skills, adhering to the firm's house style
• Practice group specific software/processes (following completion of training)
• Preparation of bibles and court bundles
• Data entry within Excel or other software systems
• Supporting PAs with basic billing administration, administrative tasks, travel arrangements, expenses, time recording and any other ad hoc duties

On completion of a comprehensive induction and follow-on training, and at your manager's discretion, you may be required to support an allocation of junior lawyers with the guidance of a PA mentor. This support will be provided either within your allocated group or supporting the PST team. While it is understood that the first few months will focus on training and on-the-job learning and basic admin tasks, there is an expectation that, as you gain experience and confidence, you will gradually take on more responsibilities to support fee earners. This approach ensures that you are well-prepared and capable of handling these tasks effectively as you progress in your career, while also supporting your professional development throughout.

The above list is not exhaustive.  Ad hoc duties should be supported as and when required.

All members of the firm participate in our Responsible Business program.

PERSON SPECIFICATION

The candidate

• Good level of numeracy
• Good written and verbal communication skills
• Good attention to detail
• Ability to work as a team to meet client’s requirements

Skills and experience

Sound knowledge of MS Outlook, Word, Excel and PowerPoint

Qualifications and training

Minimum 5 GCSEs or equivalent at grades 9-4, including English and Mathematics

General attributes

• Ability to interact with people at all levels
• Self-motivated individual with a proactive approach
• Ability to think on one's feet to solve administrative problems, using support service departments as necessary
• Client orientated approach - client focused both internally and externally, with a focus on providing excellent customer service
• Desire to learn new technical skills and knowledge of firm’s house style to improve document amendment and creation
• Willing to become involved; with a desire to learn
• Enthusiastic with a keen interest in self-development

AGILE WORKING STATEMENT

Our goal is to embed flexibility across our business by giving everyone the opportunity to work in an agile way, whether as a regular pattern or on an ad hoc basis and we will be happy to discuss this further.

EQUAL OPPORTUNITIES EMPLOYMENT STATEMENT

It is the policy of Hogan Lovells Cadwalader to provide equal opportunities for all employees in relation to recruitment, training and promotion. Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of age, disability, ethnic origin, gender identity, religion, sex, or sexual orientation.

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