Administrative Assistant

Job Description | Administrative Assistant

Department: Legal Support

Location: Various

Role: Administrative Assistant

The Role

The role provides administrative and file management support across the team. Work will

come either directly from the fee earner or through the work allocated by the Practice

Assistants. 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

• 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

Clyde & Co is a leading global law firm, specialising in the sectors that underpin global trade

and commercial activity, namely: insurance, transport, construction, energy, trade and

commodities. It is globally integrated, offering a comprehensive range of contentious and non-

contentious legal services and commercially-minded legal advice to businesses operating

across the world. Clyde & Co is committed to operating in a responsible way. This means

progressing towards a diverse and inclusive workforce that reflects the diversity of its

communities and clients, using its legal skills to support its communities through pro bono

work, volunteering and charitable partnerships, and minimising the impact it has on the

environment. The firm has 480 partners, 2400 lawyers, 3200 legal professionals and 5000

people overall in over 60 offices and associated offices worldwide.Our Values

Our values are the principles that guide the decisions we make, unite us in our endeavours

and strengthen our delivery, for our clients and our firm. We:

• Work as one We are a globally connected team of talented people who act with a

firm-first mentality to achieve success

• Excel with clients We aim high and challenge ourselves to deliver unique

excellence for our clients, keeping them at the centre of everything we do

• Celebrate difference We help each other to be at our best and believe our

differences result in greater achievement

• Act boldly We seek new opportunities, take action and learn as we go, recognising

that curiosity drives our development and contributes to growth

Business Services Competencies

Clyde & Co is committed to providing extensive, personal and professional development

opportunities for our people enabling them to be highly effective in their current role as well as

assisting them to fulfil their career aspirations.

The competencies are used to inform all aspects of Business Services career development.

They vary across levels and different business areas and fall under the following areas:

• Technical Excellence

• People and Team

• Client/Stakeholder Relationships

• Service Delivery and Commercial Awareness

• Personal Effectiveness

This is the job description as constituted at present; however the Firm reserves the right to reasonably amend it in

accordance with the changing needs of the business.

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.    

We offer a range of tailored benefits and support, including healthcare, retirement planning and wellbeing initiatives.

Clyde & Co is proud to be an equal opportunities employer. Our core 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.
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