Administration Team Leader

**About us**

Bike Assist Legal is a medium business in Egham, TW20 8RZ. We are professional, agile, innovative, and our goal is to Bike Assist Legal are motorcycle personal injury specialists who are focussed on ensuring that your claim journey is a smooth process and that you receive the care, support, treatment and compensation that you deserve..

Our work environment includes:

- Modern office setting
- Food provided
- Growth opportunities
- Wellness programmes
- Regular social events
- Casual work attire
- On-the-job training
- Relaxed atmosphere
- Lively atmosphere
- Safe work environment

**ROLE PURPOSE**
- To manage all crucial and key administrative duties to support the smooth running and operation of the personal injury and litigation department and contribute to the general success of the business.
- To manage a team of Administration Support Assistants.

**DUTIES/RESPONSIBILITIES**

**Day to Day Administrative Duties**:

- Opening and date stamping post and notifying accounts of cheques received by completing cheque received log.
- Scanning received post to Proclaim and sending to correct handler’s reference.
- Opening and closure file routines.
- Chasing settlement money (costs and client money)
- Taking incoming calls and directing to correct handler and dealing with simple queries where appropriate.
- Ensuring stationary stock levels are adequately available and reordering regularly to ensure stock availability.
- Sealing post and court files and passing to postal department.
- Meeting and greeting new staff, offering and making refreshments for management at meeting and business personal invited from outside.
- Calling and chasing clients for return of sign up documentation such as sign up legal papers, medical reports and witness statements.
- Printing off case manager history
- Running errands to accounts.
- To monitor and prepare various spreadsheets, data integrity reports and action audit criteria.
- Following up with medical agency re progress on medical reports and ensuring the medical reports are delivered within the agreed SLA
- Ensuring all invoices received (e.g. for Premier Medical Agencies, Engineers, Counsel, etc) are added to the Proclaim system and copied in to Accounts.
- To help accounts manage and reconcile medical agency invoices.
- To assist teams, team leaders and managers on occasion with duties as follows but not limited to:

- Preparing court bundles in advance of important deadlines.
- Setting up and booking rooms for training, interviews
- Reviewing files.
- Putting together physical file copies.
- Liaising with clients, courts, third party insurers and solicitors.
- Booking medical experts and barristers.

**Team Leader Duties**:

- To manage day to day running of the Administration Team to include but not limited to:

- Organising the team rotas
- Fielding general queries from the team
- Acting as a point of contact for the team within the wider group
- Training/ Onboarding new starts
- Escalating any issues within the Administration Team to senior management
- To carry out reviews of work undertaken by the administration team to ensure tasks are being performed correctly and accurately and provide advice/ guidance where necessary, to identify any training needs and to organise any training required. To raise any issues of concern identified to the Practice Manager.
- To review any data breaches within the administration team and to report findings and suggested remedial action to the Practice Manager and the Audit and Compliance Manager
- Carry out weekly team meetings to discuss any problems or issues and liaise with the Practice Manager to resolve to include any concerns outside of work that may affect the team member.
- Carry out bi monthly 121s with the team and discuss performance, issues, and set objectives.
- You will be responsible for noting lateness, reporting sickness and noting holiday requests to ensure that adequate cover is in place and ensuring the team is not distracted by outside issues.
- Sharing out workloads during period of staff sickness or holiday absence.
- To undertake any other tasks as deemed relevant and reasonable by the business.

**About you**:

- Have a minimum of 2 years team leader experience and looking for a role in which you can progress within a friendly and successful team.
- Ideally, you will have knowledge of office administration procedures and have had exposure to Proclaim.
- Have the ability to manage multiple and changing priorities and have good diary management skills.
- Have good computer skills including Word, Excel, MS Outlook, PowerPoint.
- Good typing and keyboard skills.
- Good telephone answering skills.
- A good level of English spelling and grammar
- Attention to detail and high level of accuracy.
- You will be expected to focus on delivering quality administration support to the clients and the firm.

**Desirable**:

- A team player and acts as a role model to colleagues, working to achieve business an