Department Administrator

Mott MacDonald

We’re a global engineering, management, and development consultancy.
Our purpose is to improve society by considering social outcomes in everything we do, relentlessly focusing on excellence and digital innovation, transforming our clients’ businesses, our communities and employee opportunities.

A fundamental part of this is respecting each person’s differences and striving to meet their needs.

Our values: Progress, Respect, Integrity, Drive, Excellence.

About the business unit  

Mott MacDonald’s support services are the driving force behind our organisation enabling us to run efficiently and effectively. The team works collaboratively to offer specialist advice, best practice and technology to all areas of our business specifically designed for our global reach.
 
Overview of role

The Legal Department is a busy international team of professionals with experts based in the UK, Europe, Dubai, India, Australia, Singapore and the US.  The team deals with a variety of legal issues that arise daily in a company the size and complexity of Mott MacDonald.  The global team of over 60 employees is headed by our Group General Counsel.  

Our role is to serve our internal clients, the Mott MacDonald project teams from various business sectors, by providing commercially-focused legal advice and support.

The position will be based in our Renaissance House, Croydon office which is a few minutes’ walk from East Croydon station with extensive network links to London, Surrey and Sussex.   You will be an important member of the friendly Legal team which extends internationally.

The Group Legal Admin Operations team provides support as an integral part of the Legal Department to help facilitate and coordinate Legal services in order to deliver quality professional advice to Mott MacDonald projects worldwide. 

As a Legal Operations Administrator, you will be working as part of a team of four to assist and support the Group Legal Admin Operations Manager, with a variety of day-to-day tasks whereby the busy Admin Operations team provides internal knowledge and support to team.

In return, you can look forward to the responsibility and involvement of an integral role, providing you with a fantastic opportunity to further develop your skills with global exposure.

This position calls for an outstanding administrator who has excellent attention to detail, can follow complex processes with ease, has professional and strong communication and interpersonal skills to liaise with the business at all levels with a can-do attitude.
 

As part of your role the successful candidate will be able to assist as part of a support team with some of the following duties

• Logging contract review requests into a bespoke Database
• Searching records and identifying relevant connections to Legal matters
• Tracking and processing of invoices and raising purchase orders using Mott MacDonald’s Finance software
• Timesheet management for the team
• Organising team meetings and training sessions
• Organising complex travel arrangements
• Assisting with queries from the Legal team and stakeholders

To join us, ideally you will be qualified to degree level, have a high level of attention to detail when working under pressure and display a commitment to excellence.

About you

• Previous experience working in a complex administrative role, legal department, law firm or professional services business would be preferred.
• Have the ability to easily learn and master new systems and software (training to be provided).
• You should demonstrate excellent team working skills and a proactive mindset while also being able to work on tasks independently. 
• Strong, open communication is essential.
• You need to be highly adaptable and self-organised to manage changeable workloads and deadlines.
• An ethos of constructive self-evaluation and self-development is desirable.
• You will need excellent IT skills for troubleshooting and use of Microsoft Office applications.

We are looking for someone who

• Is reliable, confident and self-motivated
• A dedicated team player
• Has proven experience of prioritising and working to tight deadlines, with the ability to work in a fast-paced environment
• Is happy to follow guidelines and complex processes and demonstrates excellent attention to detail
• Has strong interpersonal skills and confidence in dealing with all levels of a business
• Has the ability to use initiative and maintain standards even under pressure
• Is personable and professional with a willingness to share knowledge/experience with the team
• Understands the importance of working with confidential information
• Has knowledge of Outlook, Word, Excel and PowerPoint at an intermediate level

Please apply submitting your cv and cover letter.  

Equality, diversity, and inclusion 

We put equality, diversity, and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they can contribute.

Accessibility

We want you to perform your best at every stage in the recruitment process. If you are disabled or need any support to enable you to apply or attend an interview, please contact us at reasonable.adjustments@mottmac.com and we will talk to you about how we can support you.

Agile working 

Happy to talk Flexible Working and how we can support your responsibilities beyond the workplace.

We offer some fantastic benefits including:

• Pension matched up to 7%   
• Life insurance 
• An annual professional institution subscription   
• Continuous development opportunities – because we want you to thrive  
• Agile/flexible working – because life isn’t 9-5  
• Enhanced parental leave; shared parental leave policies – for parents and care givers  
• Annual bonus scheme  
• Flexible benefits that suit you, including ability to buy/sell annual leave entitlement, cycle to work & interest free season ticket loans 
• Wellbeing support including access to an independent Employer Assistance Scheme, wellbeing champions and access to learning and support resources 
• Access to our Advanced Employee Networks which support our LGBTQ+, gender, race and ethnicity, disability and parents/carers communities 
• The opportunity to make a difference; learn more about our social outcomes

Apply now, or for more information about our application process, click here.