Legal Administrative Assistant

About us

HBA Legal is a team of award-winning solicitors offering a highly competitive suite of legal and technical claims services to meet the needs of today’s insurance marketplace. We have offices across Perth, Sydney, Brisbane, Canberra, Melbourne and Newcastle.

We are an evolved legal services business with a different approach to practice. Bureaucracy has been replaced with plain English, responsiveness and flexibility. We apply creative thinking to deliver expert solutions across legal challenges, claims, risk and business processes.

This opportunity sits within our Statutory Lines practice group. While the role is based in our Sydney office, you will be part of a collaborative national team supporting our fee earners across ACT, Western Australia, and New South Wales.

Learn more by visiting our website: https://www.hbalegal.com/

About the role and your team

Our team specialises in workers’ compensation and compulsory third party (CTP) insurance, acting for insurers, government agencies, self-insured organisations and major corporations across multiple Australian jurisdictions.

We’re looking for an experienced career Administrative Assistant to join our Sydney office. While we’re ideally seeking someone full-time who is looking to build a long-term career with HBA, we’re also happy to consider candidates available 3-4 days per week.

You’ll work closely with our legal and administrative teams to provide seamless support across the practice. Key responsibilities include:

• Providing day-to-day support to the Executive Legal Assistant and legal teams across Newcastle, Sydney, Canberra and Perth.
• General administration including filing, scanning, data entry, mail management, courier bookings and database management.
• Communicating with key internal and external stakeholders via phone, email and in person, including clients, courts and other third parties.
• Opening new matters within our practice management system (Actionstep).
• E-filing incoming and outgoing emails and documents.
• Assisting with the preparation and collation of briefs to Counsel and medical experts.
• Supporting the team with document management, including file naming, Actionstep maintenance and ensuring documents comply with client requirements.
• Responding to client queries via phone and email.
• Assisting with general office administration and maintenance as required, helping support the day-to-day operations of the Sydney office.
• Working collaboratively with legal and administrative colleagues across multiple offices to deliver a seamless client experience.
• Supporting internal communication, culture, and engagement initiatives within the Sydney office.

 

What we’re looking for

• Experience with legal proceedings and case management. 
• Working knowledge of Actionstep/ or similar billing system  
• Sound level skills in MS Word, Outlook, PowerPoint and Excel, Adobe Acrobat, Nitro Pro 
• Excellent oral and written communication skills 
• Ability to work autonomously 
• Strong attention to detail 
• Strong time management and organisational skills 
• Excellent interpersonal skills 

Desirable: 

• Previous experience in similar role in a law firm, professional services or corporate environment. 
• Previous experience supporting matters before the Administrative Review Tribunal (ART), Fair Work Commission, NCAT, or similar tribunals. 
• Experience with Actionstep or equivalent Practice Management systems 
• Experience in the Insurance sector  

What we can offer you 

• Relaxed office environment where you can “Dress for your Day”. 
• Up to 12 weeks Paid Parental Leaving depending on years of service. 
• Structured mentoring and career development opportunities through internal and external training.  
• Health and Wellbeing: Employee Assistance Program with 24/7 complimentary confidential counselling, nutrition, legal, and financial advice. Corporate headspace membership, and annual flu vaccinations. 
• Enjoy your birthday off with friends and family with an extra day of birthday leave per year. 
• Access to everyday discounts through our corporate discount schemes.  

Why HBA?

We strive to create an environment where people can and do perform at their very best. They understand what we are creating, and they want to be a part of it, because they understand the difference that we make to our clients’ lives. And where we succeed, we share the rewards and recognise people in ways that celebrate our achievements.

HBA is all about doing things differently. We challenge the stereotypes associated with traditional law firms in terms of our structure, management style and way of life. Creativity and innovation are at the heart of everything we do.

Next steps

If you’re interested in a career with HBA, then please apply to this vacancy via Seek or reach out to us directly at careers@hbalegal.com

Please know that as much as we would like to, we can’t always get back to everyone. At this stage, only shortlisted candidates will be contacted.

We encourage people of all genders, Aboriginal and Torres Strait Islander people, people with disabilities and people with culturally and linguistically diverse backgrounds to apply for this role.

Please note in order to comply with our regulatory obligations, all successful candidates must consent to HBA Legal conducting background checks.