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
Administrative
3. File opening and closing – matters are set up on the relevant document/case management system. Undertake file closing/archiving procedures ensuring compliant at all times
4. Make room, hotel and travel bookings as requested, organising hand deliveries and courier requests, and other adhoc requests
5. Printing/copying/scanning of documents flowing to Office Services for support with high volume jobs, as appropriate
6. Sending large electronic documents via OneDrive
7. Submitting documents for signature by clients via DocuSign
8. Collating disclosure documents
9. Assisting with new client set up and ensuring all relevant documents have been obtained
10. Produce and circulate MI reports
11. Liaise with Counsel's chambers re Counsel availability and enter dates in calendar
12. Create bundles using PDF Docs/Bundle Docs
Communication
13. Liaising with fellow team members on workloads and ensure deadlines are consistently met
14. Liaising with and taking direction from your Secretary Team Leader, secretaries and lawyers
Financial
15. Assisting with billing as required
16. Assisting with expenses as required
Processing
17. Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with STL where challenges arise
18. Ensuring compliance with firm wide/department policies and procedures
19. 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
Customer Service
20. Attending team meetings and taking minutes
21. Liaising with lawyers and Secretary Team Leader to take instruction and liaise on work requirements
22. Consistently and appropriately update service users on progress where appropriate
The Ideal Candidate
23. Relevant office-based administration experience essential (legal background preferred)
24. An aptitude for administration management and processes, with experience of working with document management/case management systems
25. Intermediate knowledge of Microsoft Office
26. 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
27. Good organisational skills and ability to manage own time effectively within a fast-paced environment
28. Conscientious, taking personal responsibility for own work and accountability for its delivery and quality
29. Positive can-do attitude with the ability to adapt to change
30. Excellent attention to detail
31. Customer/client service focused
32. Proactive, professional and flexible approach to work
33. Keen to develop over a period of time with a willingness and ability to learn
34. 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