Administrative Assistant
Department: Employment, Pensions and Immigration - Bristol
Location: Bristol
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 Secretary Team Leader or 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
Administrative
- File opening and closing – matters are set up on the relevant document/case management system. Undertake file closing/archiving procedures ensuring compliant at all times
- Make room, hotel and travel bookings as requested, organising hand deliveries and courier requests, and other adhoc requests
- Printing/copying/scanning of documents flowing to Office Services for support with high volume jobs, as appropriate
- Sending large electronic documents via ShareFile
- Submitting documents for signature by clients via DocuSign
- Collating disclosure documents
- Assisting with new client set up and ensuring all relevant documents have been obtained
- Produce MI reports
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 Secretary Team Leader, secretaries and lawyers
Financial
- Assisting with billing as required
- Assisting with expenses as required
Processing
- Responsible for managing priorities and workloads to ensure deadlines are met; Liaising with STL where challenges arise
- 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 Secretarial Team Leader 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 essential
- 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.
We are happy to talk flexible working with our Flex Forward scheme. We would encourage you to talk to us about our approach to flexible working during the hiring process if you would like to explore this further.
Note for Recruitment Agencies
DAC Beachcroft manages all vacancies via our in-house recruitment teams, prioritising direct sourcing and referrals. When external support is required, roles are released to selected agencies on our Preferred Supplier List (PSL).
Speculative CVs sent to any DAC Beachcroft employee without prior instruction from our recruitment teams (LLP and CSG) will not be accepted, and no fees will be payable.
For PSL queries, please contact: recruitment@dacbeachcroft.com or csgrecruitment@dacbeachcroft.com
