Administrative Assistant PCR Glasgow
Department: Professional and Commercial Risk
Employment Type: Permanent
Location: Edinburgh
Description
The role provides administrative and file management support across the team. Work will come either directly from the lawyer or through the Legal Secretaries or STL. 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
- 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
- May assist lawyers, STL/Legal Secretaries as directed in the organisation of internal and external events, seminars and conferences, responsible for arranging registers of delegates; booking travel; printing/sending materials
Administrative
- 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
- Collating and indexing legal documentation
- Sending large electronic documents via ShareFile
- 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)
- 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 Office Services for support with high volume jobs, as appropriate
- Submitting documents for signature by clients via DocuSign
- Dealing with incoming post - scanning, saving to the file and circulating to the relevant fee earners
- Typing of standard letters i.e. payment of invoices, acceptance of events
- Uploading documents to PDF docs and editing documents using the same
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 HL, PA LSA (REG) STL, Legal Secretaries and lawyers
Financial
- Assisting with billing and account queries as required
- Assisting with expenses as required
- Dealing with matter related finance administration to include BACs, TTs etc.
Processing
- Production of court bundles, both paper and electronic copies, ensuring the master bundle is correctly prepared in line with lawyer instructions and court rules and instructions provided to Office Services to complete printing/copying of master bundles; suitable delivery methods pre-booked as needed
- Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with STL where challenges arise
- 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 firm’s document management systems
Customer Service
- Attending team meetings
- Liaising with lawyers and Legal Secretaries/STL to take instruction and liaise on work requirements
- Consistently and appropriately update service users on progress where appropriate
- Regularly offer assistance wherever possible
Firm wide:
- Understands DAC Beachcroft is an international firm. Works with awareness of this structure to operate as one team/brand.
- Actively operates in the best interests of the firm at all times internally and externally.
- Operates in a regulated environment, effectively managing risk and compliance issues including data security.
- Works in partnership with others to manage and mitigate commercial risk.
Skills, Knowledge and Expertise
- 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
Additional Information
As a Disability Confident Scheme employer, we’re committed to providing an inclusive and accessible recruitment process. If you need any reasonable adjustments at any stage (including the application, assessment or interview process), please contact recruitment@dacbeachcroft.com in confidence with the vacancy reference in the subject line, and we’ll be happy to help.
