Administration Assistant

Hudson Shribman; Guildford; On-site; GBP 26,000 - 30,000; Full time

Job summary

Hudson Shribman in Guildford is seeking an Administration Assistant on a permanent basis. You will support secretaries and lawyers, manage files, handle post, billing, and document handling in a collaborative team environment.

The ideal candidate will be highly organized, detail-focused and proactive, with a willingness to learn and embrace AI-powered tools to improve processes and client service. You will work closely with experienced professionals, develop practical legal administration

Qualifications

• Organised and detail-oriented with proactive mindset.
• Willingness to learn and take initiative.
• Experience with AI-powered tools is a plus.
• Ability to support legal secretaries and lawyers.

Responsibilities

• Manage file systems including archiving and e-filing.
• Scan and photocopy confidential documents.
• Open new files, input party details and draft engagement letters.
• Process mail and enclosures.
• Book couriers and distribute documents.
• Support billing processes: generate reports and track invoices.
• Assist with document archiving (e.g., wills, deeds).
• Learn and use internal systems such as 3E, In-app, NBI, Nintex, Kofax PDF.
• Identify opportunities to improve administrative processes.
• Support adoption of new technologies and ways of working.
• Leverage AI tools to improve productivity and accuracy.
• Contribute ideas to drive operational excellence.
• Other admin tasks as needed.

Skills

Highly organized

Attention to detail

Initiative

AI savvy

Tools

3E

Nintex

Kofax PDF

NBI

In-app

Job description

Administration Assistant

Permanent

Guildford

£26,000 – £30,000

My client is a highly regarded and forward-thinking law firm. They are seeking an organised and detail-focused individual to play a key role in supporting their secretaries and lawyers. This is an exciting opportunity for a motivated individual to join a friendly and supportive legal team as an Administrative Assistant. You will work closely with experienced professionals, develop valuable skills, and contribute to delivering an excellent service to clients within a collaborative and welcoming environment.

Responsibilities:-

• Managing file systems: archiving, e-filing
• Scanning and photocopying confidential documents
• Assisting with file opening, including inputting party details and producing engagement letters
• Processing incoming and outgoing post, including collation of enclosures
• Booking couriers and handling document distribution
• Supporting billing processes: generating reports, billing guides, and tracking invoices
• Assisting with document archiving (e.g., Wills, Deeds)
• Learning and using internal systems such as manage, 3E, In-app, NBI, Nintex, and Kofax PDF
• Identifying opportunities to improve administrative processes and enhance the efficiency of team workflows
• Supporting the implementation and adoption of new technologies, systems and ways of working
• Using AI-powered and digital tools, where appropriate, to improve productivity, accuracy and service delivery
• Assisting with innovation and continuous improvement projects across the team and wider firm
• Demonstrating a positive and proactive approach to change, embracing new processes and technologies as they are introduced
• Contributing ideas and feedback to help drive operational excellence and improve the client and colleague experience
• Any other admin tasks that support the smooth running of the team

The ideal candidate will be eager to learnand willing to take initiative, highly organisedwith excellent attention to detail and process – driven, with the ability to use AI/tech to improve procedures and be able to demonstrate an enthusiasm for innovation.