- Adopting a client perspective to maintain high service standards and provide an excellent service to clients,
- Answering telephones promptly in a professional, friendly and helpful manner at all times.
- To develop and maintain relationships with clients and being able to communicate effectively with clients and others within the department as well as other departments.
- Efficient, friendly and knowledgeable approach in respect of all new work enquiries
- Use of Microsoft Outlook, specifically fee earner diary management, arranging client meetings and supporting fee earner communications with clients.
- Full administrative assistance to fee earners following file opening procedures, closing of files, requesting and obtaining documents, contacting third party organisations, etc.
- Assistance in preparing fee earners for client meetings ensuring relevant files and documents are available and all client documentation electronically filed.
- Assisting with the department's compliance with the Firm's processes and procedures for billing.
- Assisting the fee earner with completion of basic documentation, such as cheque requests, electronic payment requests, receipts and transfers and expenses reclaims.
- Ensure the department keeps client information on CRM/SOS updated.
- To ensure regular updating of client care documents in response to relevant changes.
- To assist in AML searches.
- Assist in producing the department's Business Source Reports.
- Assistance in all aspects of the department's events, away days, seminars or other events the department may arrange including mailing lists, invitations, responses, and creating any content.
Document Production - To use Multi-Function Devices (MFD's) and/or copiers for the purpose of copying, scanning, printing and finishing.
- To have a good standard of written English and solid numeracy.
- To produce accurate typed documents in accordance with the Firm's style and standards.
- To assemble and/or check electronic or printed documents including accurate proof reading.
Record keeping - Proficiency in the use of the Firm's File Management software (and any subsequent document management system that may be introduced) to file and maintain all emails in appropriate client directories.
- A thorough knowledge of and timely adherence to the Firm's file maintenance procedures.
- To be able to accurately and quickly enter electronic data.
Professional Standards: - To work and behave in a professional manner and to a high ethical standard.
- Comply with procedures set out in the Office Manual.
- Carry out duties given by the partners or employees faithfully and diligently and follow all reasonable instructions.
- Treat all information about the Firm and its client and their business as wholly confidential.
Person Specification - Previous experience in a professional services or hospitality would be an advantage.
- Strong organisational and time management skills are required to support a busy team
- Excellent interpersonal skills are essential to demonstrate understanding of our clients' needs and expectations.
- Focused attention to detail, speed and accuracy are important for all written documentation.
- An enthusiastic and energetic person wishing to improve their skills and experience.
- The candidate should be proactive, a team player and contribute to the continued success of the team.
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Administrative Assistant - Kingston upon Thames, United Kingdom - Russell-Cooke
1 week ago
Description
We are seeking a confident, enthusiastic, self-motivated, resourceful Administration Assistant to support our fee earners in the Private Client team based in central riverside offices in Kingston upon Thames.
The team is a reputable leading practice in Surrey with offices also in Bedford Row and South West London. The Private Client Group is rated in the Chambers and Legal 500 legal directories. The firm is also listed in the top 100 law firms.
The team is successful and has grown significantly; we are seeking additional support for our busy team. The working environment is friendly and informal.
The successful candidate will work in a supportive collegiate team that is widely recognised for its expertise in this area as well as specialist areas. The Private Client team handles high quality interesting work including: the administration of complex estates; advising on residence and domicile; cross-border issues; advising individuals on the tax implications of family breakdown; succession planning for family businesses and entrepreneurs; the creation, administration and taxation of trusts; advising on and drafting wills; taxation advice; and advising on capacity issues. Our client base is varied but we act for long standing clients, high-net worth individuals and their families who are UK based as well as international clients.
Main purpose of job:
To provide general administrative and other support to the department.
Main duties include but are not limited to:
Client relationships
Financials and compliance
We have a diverse workforce and aim to attract high calibre applicants that reflect the demography of our geographical location and client base. Individuals will be employed solely on merit and the requirement of the position. No applicant or employee receives less favourable treatment on the grounds of sex, race, marital status, disability, age, sexual orientation or religion. Reasonable adjustments will be made to eliminate or reduce disadvantage.
