Team Administrator

The role

We are recruiting a Hub Team Administrator supporting Secretarial Services, based in our Dublin office.

In many of our offices, ‘Hubs’ have transformed how secretarial services are delivered; with team members sharing the workload. Hubs also provide opportunities for developing a broader range of skills for pursuing a defined career path, networking and knowledge-sharing. These opportunities were not possible with the traditional model.

We are proud of our history of secretaries progressing to take leading roles in the strategy setting and day-to-day running of our secretarial function.

We have 4 levels of role in the team:

• Team Coordinator – Manages and takes responsibility for the efficient running of the team. Oversees incoming work flow. Distributes tasks appropriately amongst the team whilst operating as a senior level Secretary. Responsible for communicating with fee earners to keep them appraised of a task or project status.
• Senior Secretary – Takes ownership for the efficient running of the team by role-modelling as an effective and responsible team member and acts as workflow supervisor where required.
• Secretary – Provides general secretarial and administration services as part of the secretarial team.
• Team Administrator – A junior level role for those developing their skills, undertaking routine administration tasks at the direction of the Team Coordinator.

MAIN DUTIES AND RESPONSIBILITIES

• Working collaboratively with the rest of the team, to provide a comprehensive administrative support service by:
• Taking responsibility to ensure work is undertaken in the most appropriate way to maximise efficiency
• Managing expectations in terms of deadlines and outcome of tasks assigned
• Filing and e-filing of relevant paperwork and all documents in a timely manner
• Printing, scanning and photocopying as required by fee earners and secretaries
• Opening of matters in iManage
• Processing invoices and simple expense claims
• Assisting with meeting arrangements including restaurant bookings, in-house room bookings, catering and IT requirements
• Entering client details into contact database (Interaction)
• Organising courier deliveries and collections
• Assisting with team event arrangements
• Other administrative duties as required

ABOUT YOU

• Some previous relevant admin experience
• Knowledge of Microsoft Office Suite
• Good verbal and written communication skills
• Friendly, personable and approachable
• Adaptable and flexible approach
• Conscientious and diligent
• Remains calm under pressure
• Eager to learn and develop skills
• Adopt a can do attitude

ABOUT US
DLA Piper is a global law firm with lawyers located in more than 40 countries throughout the Americas, Europe, the Middle East, Africa and Asia Pacific. Our global reach ensures that we can help businesses with their legal needs anywhere in the world. We strive to be the leading global business law firm by delivering quality, service excellence and value to our clients and offering practical and innovative legal solutions to help them succeed. Our clients range from multinational, Global 1000, and Fortune 500 enterprises to emerging companies developing industry-leading technologies, as well as government and public sector bodies.

OUR VALUES
In everything we do connected with our People, our Clients and our Communities, we live by these values:

• Be Supportive – we are compassionate and inclusive, valuing diversity and acting thoughtfully
• Be Collaborative – we are proactive, passionate team players investing in our relationships
• Be Bold – we are fearless and inquisitive, challenging ourselves to think big and find creative new solutions
• Be Exceptional – we are strategic and driven, exceeding standards and expectations

DIVERSITY AND INCLUSION
At DLA Piper, diversity and inclusion underpins how we live our values and everything we do.  We believe that everyone has a voice, and that everyone’s voice counts. We know that the rich diversity across our firm makes us stronger, more innovative and creative, which helps us to better serve our clients and communities. We are committed to providing an inclusive working environment and culture across our global firm, where everyone can bring their authentic self to work. 

Diversity of perspective, thought, background and culture combine to make us the leading global law firm; that’s why we actively seek to build balanced teams. We welcome the unique contribution that you will bring to our firm and actively encourage applications from all talented people – however your talent is packaged, whatever your background or circumstance and regardless of how you identify.
We support anyone with a disability or long term health condition to ensure they have the opportunity to perform at their best. If you have not done so already, please let us know if you require any support so we can make the right adjustments and considerations should they be required.

AGILE WORKING
We know that people have responsibilities and interests outside of their career and that as a business, we all benefit from working flexibly. That’s why we are open to discussing with candidates the different ways in which we are able to support requests for agile working arrangements.

PRE-ENGAGEMENT SCREENING
In the event that we make an offer to you, and where local legislation permits, we will conduct pre-engagement screening checks that may include but are not limited to your professional and academic qualifications, your eligibility to work in the relevant jurisdiction, any criminal records, your financial stability and references from previous employers.