Administrative Assistant - Leeds, United Kingdom - DAC Beachcroft

DAC Beachcroft

Verified Company

Leeds, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job Introduction

DACBeachcroft has an exciting opportunity for an experienced and knowledgeable administrator to join our
Professional and Commercial Risk team as an
Administrative Assistant on a full-time, permanent basis in our Leeds office.

Reporting into the Secretarial Team Leader (STL), the role will provide administrative support across the team. Work will come directly from 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

Ensuring current protocols and practices within the Department are followed, sharing knowledge with the Team Leader and wider team so these can be built into current practices where necessary
Assisting the Team Leader and Secretaries as directed in the organisation of internal and external events, seminars, conferences and training sessions as well as arranging DACB merchandise where required, IT assistance, travel booking, printing/circulating materials
File opening matters are set up on the relevant case management system, along with any supporting documents to be saved and communicating any financial requirements at set up stage to the Accounts Department/updating the matter clearly as to those instructions
Closing and archiving undertaking all file closing/archiving procedures ensuring compliant at all times
Arranging meetings both externally and internally, arranging any travel and catering required
Arranging travel bookings (train/taxi/hotel and flight bookings) as requested
Arranging 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
Dealing with incoming post managing distribution of electronic post to the fee earners, saving to the matter file using protocol and naming conventions in line with DACB guidelines'
Collating and indexing legal documentation/bundles, using PDF documents
Typing of standard letters i.e. correspondence/documents/notes (Bighand dictation)
Arranging TTs/BACs/Faster Payments as well as verifying bank details and carrying out sanction checks
Providing live financial stat figures for individual matters when requested
Creating or amending presentations

_Communication_

Liaising with fellow team members on workloads and ensure deadlines are consistently met
Answering internal calls to other members of the team
Liaising with and taking direction from your Team Leader and Team Secretaries as well as lawyers where necessary

_Financial_

Assisting with billing queries as and when required
Dealing with matter related finance administration including matter set up billing criteria and figure stats from 3E
Assisting with expenses as required

_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 Team Leader or Team Secretaries
Production of court bundles, both paper and electronic copies, ensuring bundles are sent out on time or uploaded to electronic platforms in line with lawyer instructions and court rules; suitable delivery methods prebooked as needed
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
Relevant officebased administration experience where possible
An aptitude for administration management and processes, ideally with previous 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 2,900 colleagues and a diverse range of capabilities.

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