Location: Lewes/Eastbourne and home based working
Hours: Mon – Fri (37.5 hours)
Reporting to: Database & Compliance Team Manager
Job Purpose
To primarily support the Database and Compliance team, who manage all aspects of new instructions, to ensure matters are opened in a timely manner and an excellent client service is delivered at all times. Gradually receiving training and development in this fast-paced team to provide the full service level to clients and stakeholders.
What you will be doing:
* Preparing matters to be opened
* Creating new contact records if not already on Peppermint (PPM)
* Updating existing contact records with the data that has been provided on the New Instruction Form (NIF)
* Liaising with Legal Advisers and Paralegals to obtain any missing or incorrect information on the NIF
* Running SHMA conflict checks and attaching results to NIF email
* Amend contact data for deceased clients, changes of address, mailing preferences etc.
* Amend client and matter data if update becomes necessary
Development into additional responsibilities
Contact, Opportunity, Client and Matter Opening
* Creation of Opportunities, Clients and Matters as necessary to open new client matter files ensuring the highest standards of data quality at all times
* Generate the standard whole firm opening documentation on a matter and send out to the client
* Record confirmation of Instruction and GDPR responses from the client on the relevant database records in a timely and accurate manner
* Ensure that conflict searches have been run and are attached to the new matter to document the legal adviser checks
AML Processes
* Ensure (either by responding directly to the client or via the Legal Support Assistants and legal departments) that full and correct identification documents are obtained for individuals and companies and scan these into Peppermint, appending it to the contact documents
* Run electronic searches using MWB’s selected search provider’s software, review the results, and record the results against the Contact in Peppermint
* Liaise with the Money Laundering Officer (MLO) or their deputy in event of a referred search after first exploring additional sources of identification with the Legal Advisor or Paralegal
* Liaise with the legal teams if the search result identifies a potential credit risk or Politically Exposed Person (PEP) to resolve the query
* Review and act upon AML monitoring reports generated by the selected search provider on an ongoing basis
Data Maintenance
* Transfer matters between clients or legal advisers as required
* Identify and merge duplicate Contacts
* Undertake data cleansing projects (specified by others) to improve the quality of the data in the database
General
* Identifying and implementing efficiency improvements in the Department’s service delivery systems and procedures
* Providing training and guidance to new legal advisers, paralegals and LSAs as part of their induction process
* Undertaking any specific training when required to do so and overall having a responsibility towards self-development
* Ensuring the confidentiality and security of all the firm’s and client’s documentation and information
What you will need:
* Demonstrates a flexible attitude when performing all aspects of the role
* Demonstrates a willingness and aptitude to learn new skills and ways of working
* Demonstrates a recognition of the importance of working as part of a team
* Demonstrates an ability consistently to exceed expectations to ensure that the highest standards of service to others, inside or outside the firm, are achieved
* Demonstrates compliance with regulatory obligations
* Demonstrates the ability to contribute to ways of improving how the firm processes work and/or delivers a service
* Demonstrates the ability to contribute to a positive and supportive environment for people working in the firm (and for clients where appropriate)
Experience & Technical Skills
* High level of attention to detail
* Demonstrates the capability to perform the role set out in the Job Description
* Experience of administrative work within an office environment
* Experience of Microsoft Office suite including Word and Outlook
* Experience of Microsoft Excel
* Able to communicate clearly in person and in writing
* High degree of efficiency, accuracy and organisation in carrying out tasks
Knowledge & Qualifications
* Knowledge of AML rules and KYC (Know Your Client) requirements for law firms
* Good written English, especially spelling, grammar and punctuation
* Good standard of secondary education including GCSE English and Maths at Level 5/Grade C and above
* Relevant administrative experience in a similar role or qualification
* Ability to learn MWB’s systems and administrative procedures
* Ability to learn and understand data protection legislation and requirements
How we work?
We embrace agile working and offer a blended approach to where and how we work.
We appreciate that people have different needs and preferences, and we’re keen to be flexible, after all, we value what you do, not where you do it.
We encourage people from all backgrounds to apply to join our team. We seek to engage a diverse workforce, focusing on inclusivity and fair treatment for all.
We oppose all forms of discrimination and promote equality of opportunity in everything we do.
We can make reasonable adjustments for applicants and employees with a disability so please let us know about any specific needs and requirements you have.
About Ampa Group
Welcome to Ampa - a leading group of legal and professional services brands, home to leading legal services firms such as Shakespeare Martineau, Lime Solicitors, Mayo Wynne Baxter, Marrons and others.
Our ‘House of Brands’ is where legal and professional service brands converge to unlock exciting opportunities for career advancement, collaboration, and comprehensive business services support across various disciplines including HR, IT, finance, and marketing.
Our overall purpose is to act as the cornerstone that facilitates the growth of every brand within our collective, empowering them with enhanced purchasing capabilities, access to specialised expertise, and a cohesive set of values and culture.
At our core, we are dedicated to creating an environment where each brand thrives through mutual growth and co-operation. Through our shared infrastructure and central support, we enable our brands to flourish, using the strength of our collective resources.
If you are passionate about driving positive change and immersing yourself in an inclusive, diverse, and supportive culture, then we invite you to join our team as we continue to unlock the potential in our people, clients, and investors.
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