Role Responsibility
Client Relationship Management
1. Taking instruction to undertake admin tasks relating to client relationship management
2. Responsible for ensuring current knowledge of client specific protocols and processes, and building these into current practices
3. Assisting the lawyers, HL/PA/LSA as directed in the organisation of internal and external events, seminars and conferences, responsible for arranging registers of delegates; booking travel; printing/sending materials
Administrative
4. File management – updating and maintaining all files, ensuring documents are filed correctly and named in line with the business wide naming convention and the correct folder structures are adopted (both electronic and paper)
5. File opening and closing – matters are set up on the relevant document/case management system. Undertake all file closing/archiving procedures ensuring compliant at all times
6. Make room and taxi bookings as requested, organising hand deliveries and courier requests, and other adhoc requests
7. Printing/copying/scanning of documents flowing to Office Services for support with high volume jobs, as appropriate
8. Sending large electronic documents via ShareFile
9. Submitting documents for signature by clients via DocuSign
10. Dealing with incoming post - scanning, saving to the file and circulating to the relevant fee earners
11. Updating of Workflow Tracking Schedules
12. Collating and indexing legal documentation, deeds scheduling and deeds management.
13. Typing of standard letters i.e. payment of invoices, acceptance of events
14. Uploading documents to PDF docs and editing documents using the same
Communication
15. Liaising with fellow team members on workloads and ensure deadlines are consistently met
16. Answering internal calls for other members of the team
17. Liaising with and taking direction from your HL, PA LSA and lawyers
Financial
18. Assisting with billing as required
19. Dealing with matter related finance administration to include BACs, TTs etc.
20. Assisting with expenses as required
Processing
21. Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with HL where challenges arise
22. Responsible for creating and uploading information to client data rooms, in line with instructions from lawyer, HL PA or LSA
23. Production of court bundles, both paper and electronic copies, ensuring the master bundle is correctly prepared in line with lawyer instructions and court rules and instructions provided to Office Services to complete printing/copying of master bundles; suitable delivery methods pre-booked as needed
24. Checking client and internal data for accuracy
25. Ensuring compliance with firm wide/department policies and procedures
26. Responsible for checking post and/or emails and dealing with as appropriate ensuring all client related correspondence is appropriately filed in firm’s document management systems
27. Online applications e.g. Companies House, Land Registry, Searchflow, forms
28. Undertaking searches and completion of requisite forms and submissions
Customer Service
29. Attending team meetings
30. Liaising with lawyers and HL to take instruction and liaise on work requirements
31. Consistently and appropriately update service users on progress where appropriate
32. Regularly offer assistance wherever possible
The Ideal Candidate
33. Relevant office-based administration experience
34. An aptitude for administration management and processes, with experience of working with document management/case management systems
35. Intermediate knowledge of Microsoft Office
36. An effective communicator with the ability to liaise with internal and external clients in a professional manner; striving to provide exceptional service at all times
37. Good organisational skills and ability to manage own time effectively within a fast-paced environment
38. Conscientious, taking personal responsibility for own work and accountability for its delivery and quality
39. Positive can-do attitude with the ability to adapt to change
40. Excellent attention to detail
41. Customer/client service focused
42. Proactive, professional and flexible approach to work
43. Keen to develop over a period of time with a willingness and ability to learn
44. Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges