Field Details Role Title Legal Administrator Function Human Resources Reports To Global Human Resources Director Location Gurgaon, India Work Mode Office Based Shift Timings 12:30 PM IST to 9:30 PM IST
The Legal Administrator keeps the organisation's live employment and litigation matters organised, visible and moving. The role sits within the HR function and works alongside external law firms.
Day to day, the postholder maintains the case tracker, schedules meetings and hearings, sends and files documents, chases external counsel for updates, and processes engagement letters and invoices through to Finance.
This is an administrative role. It does not involve giving legal advice, interpreting contracts, deciding whether to litigate or settle, or authorising formal legal steps. Those decisions sit with external counsel or the Global HR Director.
The postholder organises, tracks, sends, chases and records.
Because the matters handled are highly confidential, the role carries a strict confidentiality and data-protection responsibility.
Core Strength Exceptional Records information correctly first time; checks work before sending. Spots inconsistencies and gaps in the tracker and corrects them. Introduces simple checks that prevent errors recurring. Follows naming, filing and version conventions without reminder. Keeps records tidy enough that anyone can pick up a matter cold. Tidies and standardises how records are kept across all matters.
Core Strength Exceptional Keeps the tracker current and every matter with a next action. Anticipates deadlines and prepares in advance rather than reacting. Restructures the tracker so status and priorities are obvious at a glance. Chases on schedule and records the outcome. Manages many matters at once without anything slipping. Identifies where work regularly gets stuck and proposes a fix. Schedules meetings correctly with the right people and papers. Handles multi-party, cross-timezone scheduling with minimal input. Sets the scheduling standard others follow.
Core Strength Exceptional Writes clear, polite and professional emails free of errors. Adjusts tone appropriately for counsel, leadership and colleagues. Improves standard templates so routine correspondence is faster and better. Produces a straightforward weekly status summary. Writes summaries that highlight what needs attention, not just what happened. Presents information so leaders can act immediately without follow-up questions.
Core Strength Exceptional Shares matter information only with named people. Checks before sharing when access is unclear, rather than assuming. Helps colleagues understand and apply good confidentiality habits. Handles personal data in line with policy. Notices when data is being handled loosely and raises it. Suggests practical improvements to how sensitive information is stored and shared.
Core Strength Exceptional Knows the limits of the role and asks rather than guesses. Judges well what needs escalating and what can be handled. Flags likely problems early so leaders have time to act. Escalates unusual or suspicious requests immediately. Stays calm and professional under pressure from third parties. Is trusted to hold the line consistently on process and boundaries.
The successful Legal Administrator will ensure that every live matter is accurately tracked, deadlines and hearings are not missed, external counsel are followed up on time, documents are correctly managed, correspondence is appropriately approved, invoices are processed efficiently, and sensitive information is handled with the highest level of confidentiality.
The role requires someone who is highly organised, detail-oriented, proactive, discreet and comfortable managing multiple moving parts, while maintaining clear boundaries around what is and is not within an administrative remit.
ICG Medical brings together expertise in both healthcare staffing solutions and healthcare service delivery, enabling us to support the full spectrum of workforce and patient care.
Our business is made up of a diverse portfolio of companies under the ICG Medical umbrella, each delivering tailored solutions for candidates, clients and healthcare partners. From our offices in the UK, Ireland, India, South Africa, China, Philippines, Japan, Australia, Canada, the USA and Mexico, we cover all aspects of healthcare recruitment and services.
We are proud to be partnering with healthcare organisations to deliver service solutions that enhance patient care. Rapidly growing, we are continuously hiring talented individuals across our recruitment and support teams.
Our vision is simple yet powerful: to improve patient care. Guided by our core values - Open, Family and Passion - we build genuine relationships with our clients, candidates and colleagues alike.
