Assistant - Private Client

The Assistant is expected to use a high degree of self-management and initiative with a proven ability to provide comprehensive secretarial and administrative support to the Legal Advisers and team to ensure achievement of business objectives and assist in the provision of an efficient, personal and professional service at all times.

**Key Responsibilities**
- Preparing correspondence and documents through audio, copy typing and laser forms, ensuring that such correspondence and documents are checked for errors before passing to Legal Adviser.
- To administer filing in correct dated order and on a timely basis. This will include daily filing and the opening, closing, storage and retrieval of client files in accordance with the detailed procedures contained in the Office Procedures Manual and Departmental Guidelines.
- To prepare mail and enclosures for despatch, ensuring that all mail to be posted is given to the Legal Adviser with all relevant enclosures.
- To arrange for all copying to be done, in person if Administration staff are not available to undertake the task.
- To make appointments, arrange meetings, book meeting rooms and to maintain an up-to-date diary for the Legal Adviser.
- To provide support and guidance to other secretaries as required and at all times work as a team player.
- To attend clients both in person and on the telephone and to provide assistance in a professional and friendly manner in keeping with the firm’s standards for client care.
- To ensure that any telephone calls are answered promptly by answering colleague’s telephones if they are not available and ensure that telephone messages are passed promptly and accurately to Legal Advisers.
- To undertake any specific training when required to do so and overall to have a responsibility towards self-development.
- To ensure the confidentiality of all the firm’s and client’s documentation and information.
- To carry out the file opening procedures after the file is opened by the Legal Adviser by completing the relevant screens in the case management system and the administration i.e labels, file cards, risk assessment sheets.
- To carry out copy typing of documents, amending and formatting complex documents such as wills, lasting powers of attorney or deputyship forms.
- To comply with the firm’s procedures and standards for correspondence and documents (including typing, saving and printing) and to make the best use of facilities including Proclaim and Word to ensure maximum efficiency.
- To ensure that correct procedures relating to the storage and sending out of clients deeds and documents are followed at all times
- To ensure compliance with money laundering regulations.
- To prepare invoices and complete Accounts documentation as and when directed by the Legal Adviser.
- Maintain and prepare file reviews for Legal Adviser to do their weekly/monthly checks.
- To prepare file closure forms and follow procedures contained in the Office Procedures Manual and Department Guidelines to ensure the files are given to the Administration team upon closure.
- To prepare final engrossments of documents for execution.