Job description

RESPONSIBILITIES

• Providing administrative support and assistance to the Legal and Compliance Department’s Cambridge based Senior Legal Counsel and Legal Counsel ensuring the smooth running of the office by way of maintaining resources and facilities (e.g. post, stationery, updating legal webpage)

• Providing confidential administrative support and assistance to the Senior Legal Counsel and Legal Counsel with regard to diary management, PMP review arrangements, expenses, flexisheets, team meetings (both internal and external), booking of training and updating of training plan and correspondence.

• Providing database administration for the department’s contract management system, and maintaining and populating departmental Lotus Notes databases.

• Being the first point of contact for all APC purchasing queries for the Department’s expenditure. Involvement in agreeing terms of suppliers and providing documentation requested by the APC. Monitoring payments and support to the Manager for budgeting.

• Obtaining quotes for goods and services prior to invoices being raised by APC.

• Being the first – line contact for the Legal where staff are away and ensure routing and recording of messages.

• Liaising with relevant manager to organise inductions for new starters within the team including organising equipment, introduction to facilities and other team members and acting as buddy to provide expenses and other Bayer systems training.

• Providing External meeting room booking, overseas travel and internal/external catering requests for the Legal team in accordance with travel policy (CWT) and logging the entry as required into MICE database.

• Responsibility for the Legal Department’s purchasing card including managing monthly statements.

• Department archivist responsible for filing and retrieval of current working files and archive material and maintaining index of each. There will also be a requirement for routine review and cull/re-archiving of oldest archive material.

• Supporting and record keeping for compliance matters by scheduling and assisting with production of policies, training, maintenance of records for audit purposes.

• Support on property matters as required.

• Providing varied case support as necessary including correspondence, obtaining reports and records and documentary evidence for litigation.

• Maintenance of intranet site.

• Co-ordination with insurance companies.

• Providing reception cover on a rota basis.

Qualifications

To be successful in this role you will be qualified to GCSE level or equivalent, with a minimum of 2 years' office experience. You will have the ability to prioritise while working on a wide range of tasks, be pro-active and possess a can-do attitude. You will have strong personal skills and be an effective communicator with a wide range of people at all levels. You will be professional and responsible, have a systematic approach and be able to handle confidential legal and commercial information. Experience of data entry and Microsoft Office is essential and a working knowledge of SAP and SharePoint is desirable but not essential, as training will be provided.