Administrative Assistant

2 weeks ago

Southampton, United Kingdom DAC Beachcroft Full time

Job Introduction
The role provides administrative and file management support across the team. Work will come either directly from the lawyer or through the 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.

Main 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 management - updating and maintaining all electronic files, ensuring documents are filed correctly and named in line with the business-wide naming convention and the correct folder structures are adopted.
- File opening - ensuring matters are set up on case management system and accounts system in line with clients’ SLA.
- Checking incoming post - ensuring on Visualfiles that items are named correctly and filed either in retained OGC files or batched post for Office Services to retain.
- Undertake all file closing/archiving procedures ensuring compliant at all times.
- Processing all work for the paralegal team.
- Assume responsibility for basic financial administration relating to cases.
- Maintain accurate management and client information on an ongoing basis, in line with client and location protocols.
- Handle confidential information in line with the firm’s data security protocols.
- Electronic File History Bundling and sending to costs draftsman using PDF docs binder and Sharefile.
- Uploading to client's case management systems.
- Dealing with all instructions to counsel and experts for lawyers.

**_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 Team Leader and lawyers.

**_Financial_**
- Assisting with expenses as required.
- Checking accounts system

**_Processing_**
- Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with Team Leader where challenges arise.
- Checking client and internal data for accuracy.
- Ensuring compliance with firm wide/department policies and procedures.

**_Customer Service_**
- Attending team meetings.
- Liaising with lawyers and 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.
- Travel Champion for the team, booking hotels and flights.
- 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.

About The Company
We are a leading international legal business with around 3000 colleagues and a diverse range of capabilities. We have 11 offices in the UK as well as offices in Dublin, Madrid, Paris, Milan, Rome, Singapore, Argentina Chile, Colombia, Mexico and Miami. We also have associations/alliances with firms in Malaysia, Brazil, Peru, Central America, the USA, Australia and Germany.

We are a broad-based commercial firm with a strong heritage in insurance, health and real estate. This is complemented by a fast-growing Business Advisory capability. We represent a wide range of clients, ranging from household names to government departments and NHS bodies. We act for all of the UK’s top-ten insurers, we are market leaders in the provision of strategic, commercial and regulatory advice to providers and commissioners in the health sector, and in real estate we advise all of the UK’s top-12 housebuilders.

We have an impressive legal pedigree, with 142 Chambers UK 2021 practice area and individual lawyer rankings. In Legal 500 UK 2021, the firm received a top tier ranking for 37 of its practice areas, and 58 DACB lawyers were singled out in the ‘Leadi

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