Support Team Administrator

Fieldfisher China; Belfast; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

Join an established industry player as a Legal Secretary/PA in the Real Estate team, where you will play a crucial role in supporting legal professionals. This dynamic position involves managing diaries, coordinating meetings, and ensuring efficient file management. You will work closely with clients and contribute to a collaborative culture in a modern office environment. With a focus on inclusiveness and professional growth, this role offers a competitive benefits package and opportunities for hybrid working. If you are organized, detail-oriented, and ready to make an impact, this is the perfect opportunity for you.

Benefits

Private Health Insurance

Life Assurance

Income Protection

Flexi-Gym Discounts

Generous Annual Leave

Pension Contributions

Season Ticket Loans

Bike to Work Loans

Qualifications

• Proven experience as a Legal Secretary/PA in a real estate department.
• Excellent organizational and prioritization skills are essential.
• Ability to communicate effectively with clients and staff.

Responsibilities

• Manage diaries, organize meetings, and ensure smooth operations.
• Handle file management and maintain electronic systems.
• Liaise with clients and provide professional support to fee earners.

Skills

Diary Management

File Management

Client Liaison

Document Production

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Document Management Systems

Typing Speed (65 wpm)

Education

Legal Secretary/PA Experience

Tools

iManage Work

Evergreen

InterAction

Job description

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Salary Competitive + Bonus + Benefits

Location Belfast (Hybrid)

This is a Permanent, Full Time vacancy that will close in 2 months at 23:59 BST.

The Vacancy

This role sits in our Real Estate team, which encompasses environment, project planning, real estate finance and real estate litigation. The team advise on every stage of the life cycle of property, with areas of expertise including construction, development, energy and infrastructure, hotel and leisure, investment, landlord and tenant matters, planning, environment and compulsory purchase, property litigation, real estate finance and real estate tax.

Responsibilities

• Diary management responsibilities including making appointments, organising meetings, and ensuring the smooth running of such meetings including ordering refreshments etc. as appropriate.
• File management responsibilities. Opening and closing files including ensuring electronic filing systems are maintained accurately and up to date. Undertake e-mail management (manage inbox and file e-mails), ensuring that urgent emails are promptly picked up by fee earners, or forwarded to another fee earner in their absence.
• Proactive client liaison including take messages, pass on information and deal with simple queries.
• Work collaboratively with other secretarial support to provide a responsive and professional secretarial support service to fee earners and clients including supporting additional fee earners during PA holidays and sickness.
• Management and co-ordination of the Partners’ billing and financial requirements including producing WIP and aged debt reports.
• Dealing with legal documentation and correspondence to a high standard.
• Manage the production of all documents (even those not typed personally) from initiation to delivery back to the relevant fee earner, involving Document Specialists as required.
• Organising conference calls on behalf of the fee earners in a timely fashion.
• Prepare client registration documents, engagement/assignment letters, conflict checks, money laundering and audit Letters, with direction from partner/fee earner.
• Maintain CRM by updating InterAction and maintaining fee earner contact list.
• Support Marketing and Business Development administration e.g. prepare alerters, presentations, contact sheets etc; organising events, booking venues, managing invite lists and co-ordinating event logistics
• Use the InterAction platform to log Fee Earner BD activity and report as may be required
• Co-ordinating travel and producing travel packs if requested.
• Ordering searches and managing their delivery using TM Group and Land Registry Portal
• Any additional ad hoc tasks as required.
• Generally – must be flexible and willing to work outside of office hours where client transactions require that.
  
  

Experience And Knowledge

• Experienced Legal Secretary/PA within a real estate department is essential for this role.
• Must possess excellent diary management, organisation and prioritisation skills.
• Must be able to communicate effectively and build good relationships with clients and staff within the firm.
• Must work well as part of a team.
• Must be a competent, fast and accurate typist.
• Must be competent at producing legal documents to a high standard.
• Professional telephone manner and the ability to accurately record and pass on messages.
• Sound technical skills in the following areas:
• Microsoft Office IT skills – Word, Excel, PowerPoint, Outlook (Fieldfisher uses Microsoft 365).
• Proven document or case management skills (Fieldfisher use iManage Work).
• Proven experience of using a legal computerised finance system (Fieldfisher use Evergreen).
• Proven experience of using a Client Relationship Management system (Fieldfisher use InterAction).
• Minimum typing speed of 65 wpm with a good level of accuracy
  
  

What We Offer

• Inclusive & Supportive Environment: A firm that embraces diversity with benefits designed for everyone.
• Competitive Benefits Package: Includes private health insurance, life assurance, income protection, well-being support, flexi-gym discounts, and more.
• Modern Office Space: Located in the iconic Titanic Quarter with excellent commuter links and on-site parking.
• Collaborative Culture: Join a diverse team with opportunities for hybrid working and hot-desking.
• Social & Community Engagement: Participate in clubs, networks, inclusive events, and more.
  
  

Inclusiveness And Diversity

At Fieldfisher, led by the social model of disability, we are working towards removing accessibility barriers and maximising disability and neurodiversity inclusion in our recruitment processes.

Should you have any accessibility requirements, please contact a member of Fieldfisher's Recruitment Team who will work with you to implement suitable adjustments at any stage of the recruitment process. All conversations are treated in the strictest of confidence and we would appreciate your feedback to ensure we can provide an accessible and enjoyable recruitment process.

For accessibility information on our Belfast offices, visit: Fieldfisher Belfast Hub Accessibility

How To Apply

• Click 'Apply Now' to submit your CV and begin your application.
• Note: We recruit on a rolling basis until the role is filled.
  
  

Recruitment Process

• 20–30-minute introductory call with one of our experienced recruiters.
• The interview process varies depending on the role you apply for. However, your recruitment contact will always let you know what to expect from the process, so nothing should come as a surprise.
• For hybrid opportunities, candidates will be invited to visit our offices and meet the team face-to-face.
• Our average process takes around 2-3 weeks, but we will always work around your availability. You will have the chance to speak to our recruitment team at various points during your process, but if you have any specific questions before this please contact us at [e-mail].
  
  

Please note that we recruit on a rolling basis, meaning that your application will most likely be reviewed before the application deadline. We will continue to accept applications until we have successfully filled the role.

The Firm

Fieldfisher is Times Top 20 Law Firm, a highly commended firm in the European Financial Times Innovative Lawyers rankings and is repeatedly nominated for awards in areas including dispute resolution, M&A and IP. Many of our lawyers are recognised by legal directories as leading professionals in their areas of specialism and we are top two-ranked in a number of our key practice areas.

Our network spans over 1,800 people across 26 international offices in 12 countries.

We operate across our offices in Amsterdam, Barcelona, Beijing, Belfast (2), Berlin, Birmingham, Bologna, Brussels, Dublin, Düsseldorf, Frankfurt, Guangzhou, Hamburg, London, Luxembourg, Madrid, Manchester, Milan, Munich, Paris, Rome, Shanghai, Turin, Venice, Vienna and Silicon Valley.

Fieldfisher aims to ensure equality of opportunity and we are actively working towards improving the diversity of our staff. All applications will only be considered on merit and the applicant's suitability to meet the requirements of the role.

Benefits

Generous annual leave

Health insurance

Pension contributions

Life assurance

Season ticket loans

Bike to work loans

Testimonials

"It is great being in a firm which "gets" cross-office working – to feel properly part of a national team and to work with colleagues in other specialisms who are unconstrained by geography."

"I consider Fieldfisher to be a progressive firm with an understanding of social values. I'm pleased that staff is able to have input in the firm's direction and purpose as well as help to shape wider society. I'm encouraged to perform by being able to develop in a natural way, whilst being supported at every step.

Fieldfisher has managed to nurture a really positive and friendly culture. If they have drive and ambition, I would encourage anybody looking for a role here to grab the opportunity."

"Since joining Fieldfisher in 2016, I have progressed from an entry-level secretarial role to an experienced executive assistant. This was made possible by a supportive and inclusive working environment that allows staff to progress at a pace that is best suited to them which in turn makes for well-rounded, home-grown talent.

The firm strikes a great balance between providing the foundations for success and autonomy of your own growth and development. An insight I would give to potential applicants is that Fieldfisher offers the opportunity for a career and a sense of belonging to a community and not just a job."

Documents

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Information Technology

• Industries

  Legal Services

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