Administrative Assistant - Global London - PFL

Department: Global London Insurance - Professional & Financial Lines

Employment Type: Permanent

Location: London

Compensation: £27,000 - £28,000 / year

Description

The role provides administrative and file management support across the team. Work will come either directly from the lawyer or through the work allocated by the Secretarial Team Leader (STL) or Legal Secretaries. 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 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
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
Send large electronic documents via OneDrive
Submitting documents for signature by clients via DocuSign
Dealing with incoming post - scanning, saving to the file and circulating to the relevant fee earners
Updating of tracking schedules
Typing of standard letters i.e. payment of invoices, acceptance of events
Uploading documents to PDF docs and editing documents using the same
Collating and indexing legal documentation
Making travel arrangements

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 STL, Legal Secretaries and lawyers

Financial

Assisting with billing as required
Dealing with matter related finance administration to include BACs, TTs etc.
Assisting with expenses as required

Processing

Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with HL 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
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 creating and uploading information to client data rooms, in line with instructions from lawyer
Online applications e.g. Companies House, Land Registry, Searchflow, forms
Undertaking searches and completion of requisite forms and submissions

Customer Service

Attending team meetings
Liaising with lawyers and 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 & 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

Management Support jobs

Administrative Assistant - Global London - PFL