Administrative Assistant

Clyde & Co; Southampton; Hybrid; GBP 21,000 - 27,000; Full time

Job summary

Clyde & Co is seeking an Administrative Assistant to provide essential administrative, file management, and operational support within the Healthcare department. The role involves managing documents, client data, and coordination of events, travel, and meetings in a hybrid work environment.

You will work closely with Fee Earners, Practice Assistants, and the wider Legal Support team to ensure an efficient, client-focused service, maintain compliant records, and contribute to smooth business

Qualifications

• Previous experience in administrative or business support, ideally in legal or professional services.
• Strong organisational skills to prioritise multiple tasks and meet deadlines.
• Excellent attention to detail and accuracy in work.
• Clear verbal and written communication with clients and colleagues.
• Customer-focused approach and willingness to deliver high-quality service.
• Proactive, adaptable mindset and ability to work in a team.

Responsibilities

• Provide essential administrative and file management support to Fee Earners and Practice Assistants.
• Maintain client, contact, and business development data within CRM systems.
• Coordinate meetings, travel, and events, and manage office supplies.
• Support billing, invoicing, and financial administration activities as required.
• Ensure documents and records are filed and compliant with firm procedures.
• Collaborate with colleagues to achieve service levels and deadlines.

Skills

Organisational skills

Attention to detail

Verbal and written communication

Customer-focused service

Proactive and adaptable

Team player

Tools

Document management systems

Case management systems

Microsoft Office (Outlook, Word, Excel, PowerPoint)

Databases & shared systems

Job description

Department: Healthcare

Location: Various

Working arrangement: Hybrid

The Role

The Administrative Assistant provides essential administrative, file management, and operational support to Fee Earners, Practice Assistants, and the wider Legal Support team. The role is responsible for ensuring efficient document and matter management, supporting business operations, and delivering a professional, responsive service to both internal and external stakeholders.

Working within a fast-paced legal environment, the successful candidate will develop strong working relationships across the business, proactively manage tasks, and contribute to the smooth running of legal and business support activities.

Key Responsibilities

Client & Business Support

• Support Practice Assistants with client and business development activities, including tender submissions, directory submissions, client training sessions, and meetings.
• Maintain accurate client, contact, and business development information within CRM systems.
• Develop an understanding of client-specific protocols and requirements, ensuring these are followed consistently.
• Assist with the preparation and coordination of client-facing events, seminars, conferences, and networking activities.

Administrative & File Management

• Manage electronic and physical files, ensuring documentation is appropriately filed, organised, and maintained in accordance with firm standards and naming conventions.
• Support file opening, matter creation, file closing, and archiving processes in compliance with firm procedures and regulatory requirements.
• Coordinate printing, scanning, photocopying, document production, and high-volume copying requests.
• Arrange meeting rooms, travel, accommodation, transport, courier services, and other administrative requirements.
• Order and manage office and promotional materials, maintaining appropriate stock levels.
• Support the preparation and distribution of event materials, delegate lists, and related documentation.

Communication & Collaboration

• Work closely with Practice Assistants, Fee Earners, Hub Leaders, and Legal Support Managers to deliver an efficient support service.
• Communicate effectively with stakeholders, providing timely updates on tasks and work progress.
• Answer and redirect internal telephone calls and enquiries as required.
• Collaborate with colleagues to manage workloads and ensure service levels and deadlines are consistently achieved.
• Participate actively in team meetings and contribute to a positive team environment.

Matter & Document Management

• Upload, organise, and maintain documentation within client data rooms and document management systems.
• Assist with the preparation of court bundles, both electronic and hard copy, ensuring compliance with court requirements and instructions.
• Review documentation and data for accuracy and completeness.
• Monitor shared inboxes and correspondence, ensuring documents are appropriately actioned and filed.
• Ensure all records are maintained in accordance with firm policies, procedures, and compliance requirements.

Financial Administration

• Provide support with billing, invoicing, and financial administration activities as required.
• Assist with expense processing and related administrative tasks.
• Support fee earners and Practice Assistants in maintaining accurate matter-related information.

Service Excellence

• Deliver a professional, responsive, and client-focused service.
• Take ownership of assigned tasks, ensuring work is completed accurately and to agreed deadlines.
• Demonstrate flexibility and willingness to support colleagues and wider team objectives.
• Identify opportunities to improve processes and ways of working to enhance service delivery.

Skills, Experience & Knowledge

Essential Skills & Experience

• Previous experience in an administrative, coordination, or business support role, ideally within a legal or professional services environment.
• Strong organisational skills with the ability to prioritise workload and manage multiple tasks simultaneously.
• Excellent attention to detail and commitment to accuracy.
• Strong verbal and written communication skills.
• Customer and client-focused approach with a commitment to delivering excellent service.
• Proactive, adaptable, and solutions-focused mindset.
• Ability to work effectively as part of a team while managing individual responsibilities.
• Professional, reliable, and accountable approach to work.
• Willingness to learn, develop, and take on new responsibilities.

Technical Skills

• Experience using document management, case management, or records management systems.
• Good understanding of administrative processes and best practice.
• Intermediate Microsoft Office skills, including Outlook, Word, Excel, and PowerPoint.
• Experience working with databases, shared systems, and digital collaboration tools.
• Ability to manage documentation, records, and data accurately and efficiently.

The Firm

When you work at Clyde & Co, you join a team of 500 partners, 2,400 lawyers, 3,200 legal professionals and 5,500 people in nearly 70 offices and associated offices worldwide. Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for both our clients and our firm. We work as one, excel with clients, celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realise their potential, using its legal and professional skills to support its communities. We do this through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment, including through our commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets.

Our Commitment

Clyde & Co is proud to be an equal opportunities employer. Our values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity. Learn more about our interview process.

A Note on Privacy

Please take a moment to read our privacy notice. This describes what personal information Clyde & Co (we) may hold about you, what it’s used for, how it’s obtained, your rights and how to contact us as a data subject.

If you are submitting a candidate as a Recruitment Agency Partner, it is an essential requirement and your responsibility to ensure that candidates applying to Clyde & Co are aware of this privacy notice.

This is the job description as constituted at present; however, Clyde & Co reserves the right to reasonably amend it in accordance with the changing needs of the business.