Administration Assistant

Ogier; Saint Helier; On-site; GBP 24,000 - 32,000; Full time

Job summary

Ogier is seeking an Administration Assistant to join the Global Support team in Jersey. The role provides administrative and secretarial support to the Ogier team, helping to prepare documentation, update systems, and manage client interactions on a global scale.

The successful candidate will be tech-savvy, highly organised and able to work in a busy professional services environment, assisting Partners and fee earners with various administrative tasks and process improvements.

Qualifications

• Previous administration experience, ideally in legal or professional services.
• Tech-savvy outlook and comfortable in a busy environment where quality of work matters.
• Strong organisational skills with the ability to manage time and prioritise workload.
• Proficient in Word/Outlook, with working knowledge of Excel and PowerPoint.

Responsibilities

• Typing of correspondence and formatting documentation.
• Keeping files up to date and closing matters when concluded.
• Maintaining business systems and updating records.
• Managing client interactions and assisting fee earners with communications and documents.
• Organising meetings and arranging travel as required.
• Printing, scanning and production of Court bundles when needed.
• Taking ownership of administrative tasks and supporting teams and Partners.
• Proactively communicating to ease administrative burdens and suggesting process improvements.
• Mentoring colleagues and supporting IT/change project activities.

Skills

Administration

Secretarial

Organisational skills

Time management

Tools

Word

Outlook

Excel

PowerPoint

Job description

Department: Global Support Team (secretarial & administration support)

Location: Jersey

Description

Collaboration is key to how we work, and we are looking for an Administration Assistant to join our innovative Global Support team, to provide administrative and secretarial assistance to the Ogier team. This is an exciting opportunity to work as part of a global team in a growing area of the business.

Our Global Support team is a group of like-minded professionals, tasked with supporting the business with all manner of administration including preparing documentation, updating systems, managing client interactions and responding to queries.

Key Responsibilities

• Typing of correspondence and formatting documentation;
• Ensuring current files are kept up to date (including filing of emails and correspondence, photocopying and scanning) and closing matters when concluded;
• Keeping business systems up to date;
• Managing client interactions and supporting Partners and their teams with client investigative work along with drafting client communications and legal documents.
• Organising in-house and external meetings along with travel as necessary;
• General printing/scanning and production of Court bundles where necessary;
• To work independently and take ownership of allocated administrative tasks and assist the fee earners and wider teams in the business;
• Be proactive in your communication and engagement with fee earners identifying opportunities the support with easing the administrative burden
• Apply process improvement training by documenting existing processes and identifying process improvement opportunities that deliver efficiencies and improve client experience.
• Mentor and provide training and support to colleagues
• Support IT and change project implementation through contribution to user acceptance testing, training coordination, system upgrades and process improvement sessions.

We are proud of the varied positions that our team members assume, primarily providing local support but also linking in with a global network of colleagues to keep the business moving forward.

Skills, Knowledge And Expertise

If you're interested in being part of a collaborative team, where there's a chance to develop your administration skills, then this could be for you.

The ideal candidate will have previous administration experience (ideally in a legal or professional services environment). Individuals will need to have a tech-savvy outlook and be comfortable working within a busy environment where quality of work is key.

You will need to have good organisational skills with an ability to efficiently and effectively manage your own time and prioritise your workload. Strong attention to detail is essential and you will need to be proficient in Word/Outlook, and ideally a working knowledge of Excel and PowerPoint.