Administration Assistant - Bristol, United Kingdom - Clarke Willmott

Clarke Willmott

Verified Company

Bristol, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Vacancy details:

Our Private Capital team has an opportunity for a Administration Assistant to provide proactive and professional support to senior fee earners within the team.

Role:
Administration Assistant

Location:
Bristol

Hours:
Full Time

Term:
Permanent

Vacancy Reference:1197-BBL

Who we are:

You'll be joining a national law firm that enjoys a strong reputation, made possible by our exceptional people - each chosen for their industry knowledge and passion for their field.

We want to help you to reach your full potential, love the work you do and deliver the best results for your clients.

It's our goal to make you feel great about working with us, and we work hard to cultivate a culture that makes it easy for you to stay with us for many years.

We work flexibly and you'll be empowered to work where you do your best work, balancing your individual needs with the need for us to engage as teams and deliver excellent client service.

Most of our people choose to work in a hybrid fashion, working from home and attending our offices on occasion.

Our offices are in Bristol, Birmingham, Cardiff, London, Manchester, Southampton, and Taunton.

Day to day, you'll be successful in this role by:

Based in our well-regarded Private Capital team at our Bristol Office, you will be supporting a busy team, working on a variety of tasks.

You will be directly supporting and responsible to 3 senior fee earners in our lifetime and estate planning division together with more junior team members.

Your regular duties will include:

Being the first point of contact for clients and intermediaries including taking messages, assisting with routine queries, arranging meetings etc. and gathering any background needed and ID documents ahead of the meetings
Diary and event management for the fee earners
Managing the inboxes and post of the fees earners
Liaising with our billing team on the issue of invoices and ensuring they are dispatched to clients promptly
Document production, including some audio typing, including preparation of client appointment letters, engrossed Wills and Trust documents, finalising or amending draft documents and production of some standard documents with guidance from your fee earners
Opening, closing files and archiving documents
Scanning documents and correspondence (including incoming and outgoing post) into our document management system
Keeping filing and efiling up to date and accessible
Arranging payments in and out and transfers between accounts

You will also be involved in other administrative activities both for your fee earners and others as required, including helping other administrators and secretaries during busy periods, and to cover absences from work.

It is an integral part of this role that you comply with information security and all firm policies and procedures.

This role is right for you if:

Ideally, you will have previous experience of working within a legal environment or administration role, preferably in a Private Client team.

However, if you have a genuine interest in working within the legal sector providing key support to fee earners, co-workers and an excellent client experience, we would very much like to hear from you.

You will have excellent task management and communication skills to meet the needs and priorities of the team and the expectations of our clients.

You will be able to work as an integral part of the team and support colleagues at all levels whilst also being able to work to your own initiative.

This role will suit you if you like to prioritise your own workload, work closely to deadlines, and can work with minimum supervision and under pressure.

You will need to demonstrate from experience that you are exceptionally organised and proactive, that you have a flexible 'can-do' attitude, and that you have the skills to work closely with various stakeholders and have direct contact with clients.

Your fee earners will rely on you to manage their diaries, task lists and flow of client work and you must be able to juggle the needs of multiple people whilst managing and incoming calls so you must be able to prioritise tasks communicate well and be resilient in a demanding role.

You will enjoy being in the office throughout the week and interacting with colleagues in your team and the wider firm.

You will have excellent spelling and grammar.

You will be proficient with the usual Microsoft packages, including Excel and PowerPoint skills and comfortable with learning new databases and other software packages.

You will have quick and accurate keyboard skills and fantastic attention to detail.

We expect you to be someone who takes pride in your work and in providing a first class support service to your fee earners, anticipating their needs in advance wherever possible, and paying meticulous attention to detail in all of your work.

Finally, we are looking for someone who can demonstrate initiative and pr