Team Administrator

Owen Reed
04 Feb 2017
04 Mar 2017
Contract Type
Full Time
Team Administrator - IP&T

Looking for a Team Administrator to join the IP&T department.  The Team Administrator will report to the Team Leader

The team administrator will:
• Undertake routine secretarial tasks at the direction of the Hub Coordinator.
• Seek clarification and confirm understanding when uncertain about a task or when instructions are not clear. Communicates problems promptly to Hub Coordinator (or Senior Secretary).
• Ensure clear and concise record keeping relating to tasks undertaken and correct filing of tasks and supporting materials (ie email instructions / discussions). 
• Follow hub processes and procedures when undertaking tasks.
• Collaborate with hub team members on hub processes, procedures and solutions. 
• Actively participate in hub team meetings.

SPECIFIC DUTIES of the Team Administrator will include:
Undertake routine secretarial tasks as directed:
• Filing and e-filing of relevant paperwork including correspondence, emails, research material and finance documents on a daily basis.
• Printing, scanning and photocopying of emails and documents that are required by fee earners / secretaries, or that are to be filed on appropriate files in a timely manner.
• Creating new folders ensuring correct folder labels are applied.
• Working with fee earners/secretaries to organise files in practical and easy-to -use manner.
• Stationery management
• Creating new starter packs
• Processing of standard bills
• Opening of straight forward files
• Processing accounts payable / simple expense claims.
• Updating folder index of documents as appropriate.
• Assisting with meeting arrangements, including restaurant bookings, in-house room bookings, catering and IT requirements.
• Entering client details into contacts database (Interaction) with accuracy.
• Organising sending of mail, faxes and courier deliveries and collections.
• Organising and collecting petty cash and cheques from Finance.
• Archiving of files.
• Paginating and Binding
• Processing expences where required
• Assisting with team event arrangements.
• Answer telephones and handle all calls in a professional manner.
• Other requested administration duties as directed.

• Strong communication skills, both written and verbal
• Technical expertise - uses and actively seeks to expand technical knowledge, shares learning.  Applies new, job-related information or learning to work.
• Planning and organizing - Establishing a course of action to accomplish a specific goal, planning tasks with appropriate use of resources.  Manages time effectively to maximise productivity and efficiency.  Achieves long and short term goals through effective planning.
• Initiative - Self-starting rather than passively accepting.  Goes beyond what is necessarily called for, anticipates and prepares for a specific opportunity or problem that is not obvious to others.  Sets challenging goals, is innovative, measures performance, focuses on improvement to enhance outcomes.  Dissatisfied with average performance.
• Impact and Influence - initial and continuing impact.  The ability to meet people easily and to be liked, to get along well with people and to put them at ease, and to quickly build rapport through pro-active development of close professional relationships. 
• Teamwork and cooperation - building constructive relationships within and across teams that contributes to the outcomes of the team.  Works and interacts effectively with others to accomplish individual and group goals, solicits input, credits others for accomplishments, keeps people informed and up to date about group process.  Is willing to accept responsibility, is honest and adaptable.
• Interpersonal understanding - uses understanding based on listening and observation to prepare for others’ reactions, is aware of others’ moods and feelings, understands body language.  Stability of performance under pressure and / or opposition.  Ability to maintain a high energy level.  Maintaining effectiveness in varying environments and with varying tasks, responsibilities or people.  Handling disappointment and / or disagreement while maintaining effectiveness.
• Problem solving ability - applying knowledge, judgment and solutions to problems (analysis, judgment, decision making)