Administrative Assistant

Role: Administrative Assistant

Location: Edinburgh

Working Arrangement: Hybrid, 2 days in office 3 days from home.

Client Relationship Management

• Liaise with Practice Assistants (PA) to provide support to Client & Marketing for scheduling tender meetings, directory interviews, client training etc.

• Liaise with Practice Assistants to enter, maintain and update Interaction - adding new prospects, clients and contacts, activities and business development information.

• Responsible for ensuring current knowledge of client specific protocols and processes and building these into current practices.

Administrative 

• File management – updating and maintaining all files, ensuring documents are filed correctly and named in line with the business wide naming convention and the correct folder structures are adopted (both electronic and paper).

• File opening and closing – matters are set up on the relevant document/case 
management system. Undertake all file closing/archiving procedures ensuring 
compliant at all times.

• Assisting the Practice Assistants as directed in the organisation of internal and external events, seminars and conferences, (vulture) responsible for arranging registers delegates; booking travel; printing/sending materials; arrange give-aways.

• Responsible for ordering all promotional goods and ensuring stock levels.

• Make room and taxi bookings as requested, organising hand deliveries and courier requests, and other ad-hoc requests.

• Printing/copying/scanning of documents flowing to document solutions for support with high volume jobs, as appropriate.

Communication

• Liaising with fellow team members on workload and ensure deadlines are consistently met.

• Answering internal calls for other members of the team.

• Liaising with and taking direction from your Hub Leader, Practice Assistants and Legal Support Assistants.

Financial

• Assisting with billing as required.

• Assisting with expenses as required.

Processing

• Responsible for managing priorities and workload to ensure deadlines are met and liaising with Hub Leader/Legal Support Managers where challenges arise.

• Responsible for creating and uploading information to client data rooms, in line with instructions from fee earners, Practice Assistants and Legal Support Assistants.

• Production of court bundles, both paper and electronic copies, ensuring the master bundle is correctly prepared in line with fee earner instructions and court rules and instructions provided to central copy team to complete printing/copying of master bundles; suitable delivery methods pre-booked as needed.

• Checking client and internal data for accuracy.

• 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 firms document management systems.

Customer Service

• Attending team meetings

• Liaising with fee earners, Hub Leaders and Legal Support Managers to take 
instruction and liaise on work requirements.

• Consistently and appropriately update service users on progress where appropriate.

• Regularly offer assistance wherever possible.

Essential Skills & Experience

• 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 team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges.

Technical Skills

• 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.

The Firm

When you work at Clyde & Co, you join a team of 500 partners, 2,400 lawyers, 3,200 legal professionals and 5,500 people in nearly 70 offices and associated offices worldwide. Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for both our clients and our firm. We work as one, excel with clients, celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realise their potential, using its legal and professional skills to support its communities. We do this through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment, including through our commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets.

Our Commitment

Clyde & Co is proud to be an equal opportunities employer. Our values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity. Learn more about our interview process.

A Note on Privacy

Please take a moment to read our privacy notice.. This describes what personal information Clyde & Co (we) may hold about you, what it's used for, how it's obtained, your rights and how to contact us as a data subject.

If you are submitting a candidate as a Recruitment Agency Partner, it is an essential requirement and your responsibility to ensure that candidates applying to Clyde & Co are aware of this privacy notice.

This is the job description as constituted at present; however, Clyde & Co reserves the right to reasonably amend it in accordance with the changing needs of the business.