Innovation Administrator

Macfarlanes LLP; Greater London; On-site; GBP 28,000 - 36,000; Full time

Job summary

Macfarlanes LLP is recruiting an Innovation Administrator to join the Innovation & AI department on a permanent basis. The role focuses on keeping the team organised, supporting onboarding and training, and handling invoices and documentation to help deliver excellent client service.

The successful candidate will demonstrate strong IT, organisation, and communication skills, with a proactive, detail‑minded approach and a willingness to learn.

Qualifications

• Strong IT skills including proficiency in Microsoft Office applications.
• Accurate typing, spelling, grammar and proofreading.
• Good organisational and administrative skills with ability to prioritise tasks.

Responsibilities

• Monitoring and updating workload trackers.
• Supporting induction training for the team.
• Managing and processing invoices.
• Assisting with firmwide training initiatives.
• Liaising with internal and external stakeholders for system support.
• Creating and updating user guides and FAQs.
• Supporting quality assurance and testing of new features and workflows.
• Tracking projects and budgets.
• Updating intranet content and managing permissions.
• Coordinating team communications and data visualisations.
• Generating reports on adoption progress and performance.

Skills

Typing

Organisational skills

Interpersonal skills

Written communication

Teamwork

Attention to detail

Proactive attitude

Willingness to learn

Legal tech knowledge (desirable)

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

We are recruiting an Innovation Administrator to join the department on a permanent basis.

About Macfarlanes

Macfarlanes is a pre-eminent law firm that serves a global client base in Private Capital, Private Wealth, M&A and Disputes. Personal connection, an entrepreneurial spirit and a commitment to excellence are at the heart of our firm. These values drive our ability to deliver exceptional outcomes for our clients.

We are big enough to undertake the most complex and demanding mandates yet small enough to know each other well and to be agile, adapting to the needs of our clients. We seek to strengthen the firm by recruiting talented people from all backgrounds who want to build long-lasting and impactful careers with us. Our culture is challenging and supportive, creating an environment where individuals can thrive.

What this means for you

Joining Macfarlanes means being part of a collaborative, approachable team who want you to succeed. You’ll be encouraged to get involved and recognised for your contribution.

We take your development seriously. Our learning and development programmes are second to none and are designed to help you strengthen your skills.

Above all, you’ll be part of a firm where we all work together as part of a cohesive and supportive team, value your efforts and help you to thrive.

The team

The Innovation & AI department is a team of 24 people. It leads the firm's use of new technology for the benefit of our clients and our people. By combining legal expertise with people, process, technology and data, we help the firm deliver excellent client service.

The Innovation Administrator will keep the department organised and running smoothly day to day. It's an excellent opportunity to build a career in a dynamic, forward-thinking team.

The role

The Innovation Administrator will play a key role in the day-to-day operations of the department with strong organisational and administrative capabilities. Key duties will include:

• actively monitoring and updating workload trackers;
• supporting the team with induction training;
• managing and processing invoices;
• supporting the team with firmwide training initiatives;
• liaising with internal and external stakeholders when assisting with basic system administrative support;
• creating and updating key documentation, e.g. user guides, FAQs etc;
• supporting the team with quality assurance, e.g. testing new features, workflows etc;
• helping the team monitor and track ongoing projects and budgets;
• assisting with updating our internal intranet content;
• supporting the team in managing permissions in firm technology solutions;
• coordinating team communications, including internal newsletters and general team updates;
• supporting the team with data analysis and the development of data visualisations;
• creating reports for the team, e.g. for internal adoption progress; and
• general queries and ad-hoc support to the Innovation & AI department.

This job description encompasses the main duties of the role and is by no means exhaustive. It is anticipated that duties may vary from time to time according to the needs of the practice area.

During the first six months of employment, you may be required to attend the office four days per week to support onboarding, training and collaboration. Your line manager may adjust this requirement based on your progress and business needs.

The candidate

The successful candidate will be central to the success of the function. They will be a highly efficient organiser, with the ability to demonstrate initiative and work accurately in a fast-paced environment.

In addition, they will meet the following requirements:

• strong IT skills, particularly Microsoft Outlook, Word, Excel and PowerPoint;
• accurate typing, spelling, grammar and proof-reading skills;
• good organisational and administrative skills with the ability to prioritise tasks to meet deadlines;
• strong team working skills;
• excellent interpersonal, communication and written skills;
• excellent attention to detail;
• a forward thinker with a pragmatic ‘can do’ attitude with a focus on task completion;
• be motivated with a willingness to learn; and
• knowledge of legal technology solutions is desirable.

Application screening

Any offer of employment with us is subject to our pre-employment checks which are conducted by a third-party screening provider. These checks will be initiated with your consent, and your CV will be sent to the provider by us. The screening will include but is not limited to your employment references, professional and academic qualifications including grades and any criminal records. Your offer will be subject to the successful completion of these checks.

Our commitment to inclusion

Inclusion is one of our key priorities and it is a goal we are actively working towards. We believe that an inclusive, forward-thinking culture is intrinsically important and enables us to provide innovative solutions to our clients.

We welcome applications from people of all backgrounds, bringing different perspectives and experiences, making Macfarlanes an exciting and stimulating place to work. We seek to recruit the best candidates, regardless of age, gender, race, ethnicity, social or economic background, religion, disability, sexual orientation or any other characteristic.

As part of this commitment, we will ask you certain diversity data questions. We would really appreciate you and/or your recruiter completing these questions when submitting an application to Macfarlanes as this data enables us to measure our progress and identify any actions needed to continue to support an inclusive culture. This data is anonymised to maintain the privacy of applicants. If you have any questions relating to how this data is used, please contact a member of the recruitment team.

Should you require any adjustments during the application and/or interview process, please do not hesitate to inform your recruiter or a member of the recruitment team. Please note, the job description is available in other accessible formats (for example, large print).

We are a Disability Confident Employer and will offer an interview to disabled applicants who best meet the essential criteria for the role.