Administrative Assistant - London, United Kingdom - DAC Beachcroft

DAC Beachcroft

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

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Description

Job Introduction

DACBeachcroft is looking for an Administrative Assistant to join our Commercial Litigation team based in our centrally located London office.

Reporting to the Secretarial Team Lead, the role provides administrative and file management support across the team. Work will come either directly from the lawyer or through the 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.

Main 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
Assisting the lawyers, Team Leader or 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 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
Dealing with incoming post scanning, saving to the file and circulating to the relevant fee earners
Updating of Workflow Tracking Schedules
Collating and indexing legal documentation, deeds scheduling and deeds management.
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

_Financial_

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

_Processing_

Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with Team Leader where challenges arise
Responsible for creating and uploading information to client data rooms, in line with instructions from lawyer, Team Leader or Team Secretaries
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 prebooked as needed
Checking client and internal data for accuracy
Ensuring compliance with firm wide/department policies and procedures

_Customer Service_

Liaising with lawyers and 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
Relevant officebased 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 fastpaced environment
Conscientious, taking personal responsibility for own work and accountability for its delivery and quality
Positive cando 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

About The Company
We are a leading international legal business with over 2,500 colleagues and a diverse range of capabilities.

We have 11 offices in the UK as well as offices in Dublin, Madrid, Paris, Singapore, Chile, Colombia, Mexico and Miami.

We also have associations/alliances with firms in Malaysia, Brazil, Peru, Argentina, Central America, the USA, Australia and Germany.

We are a broad-based commercial firm with a strong heritage in insurance, health and real estate. This is complemented by a fast-growing Business Advisory capabili