Administrative Assistant

Department: Employment, Pensions and Immigration - Bristol

Location: Bristol

Description
The role provides administrative and file management support across the team. Work will come either directly from the lawyer or through the work allocated by the Secretary Team Leader or Secretaries. The role is accountable for establishing and maintaining an ongoing service-based relationship with the team they support recognising and translating the needs and expectations into a responsive service.

Key Responsibilities

Client Relationship Management

• Taking instruction to undertake admin tasks relating to client relationship management
• Responsible for ensuring current knowledge of client specific protocols and processes, and building these into current practices

Administrative

• File opening and closing – matters are set up on the relevant document/case management system. Setting up Cosine plans. Undertake file closing/archiving procedures ensuring compliant at all times
• Make room, hotel and travel bookings as requested, organising hand deliveries and courier requests, and other adhoc requests
• Printing/copying/scanning of documents flowing to Office Services for support with high volume jobs, as appropriate
• Sending large electronic documents via OneDrive
• Submitting documents for signature by clients via DocuSign
• Collating disclosure documents
• Assisting with new client set up and ensuring all relevant documents have been obtained
• Produce MI reports

Communication

• Liaising with fellow team members on workloads and ensure deadlines are consistently met
• Answering internal calls for other members of the team
• Liaising with and taking direction from your Secretary Team Leader, secretaries and lawyers

Financial

• Assisting with billing as required
• Assisting with expenses as required
• Liaising with Finance to monitor client balances and refund overpayments

Processing

• Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with STL where challenges arise
• Ensuring compliance with firm wide/department policies and procedures
• 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

• Attending team meetings
• Liaising with lawyers and Secretary Team Leader to take instruction and liaise on work requirements
• Consistently and appropriately update service users on progress where appropriate
• Regularly offer assistance wherever possible

Firm wide:

• Understands DAC Beachcroft is an international firm. Works with awareness of this structure to operate as one team/brand.
• Actively operates in the best interests of the firm at all times internally and externally.
• Operates in a regulated environment, effectively managing risk and compliance issues including data security.
• Works in partnership with others to manage and mitigate commercial risk.

Skills, Knowledge and Expertise

• Relevant office-based administration experience
• An aptitude for administration management and processes, with experience of working with document management/case management systems
• Intermediate knowledge of Microsoft Office
• 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
• Good organisational skills and ability to manage own time effectively within a fast-paced environment
• Conscientious, taking personal responsibility for own work and accountability for its delivery and quality
• Positive can-do attitude with the ability to adapt to change
• Excellent attention to detail
• Customer/client service focused
• Proactive, professional and flexible approach to work
• Keen to develop over a period of time with a willingness and ability to learn
• 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