Administrative Assistant

Department: Professional and Commercial Risk

Location: Bristol

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.

Key Responsibilities

• Taking instruction to undertake admin tasks relating to client relationship management and legal cases
• 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
• Sending large electronic documents via ShareFile or OneDrive
• Dealing with incoming post – managing distribution of electronic post to the fee earners, saving to the file using protocol and managing appropriate turnaround of destroying incoming post whilst ensuring in line with DACB guidelines
• Collating and indexing legal documentation/bundles, using PDF documents/BundleDocs
• 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
• Dealing with interest refunds and matter refunds
• Providing live financial stat figures for individual matters when requested using 3E
• Creating or amending presentations
• Creating or amending team sheets
• Handling incoming helpline calls, relaying message and updating the spreadsheet log
• Managing expenses as requested via Chrome River
• Managing and pushing out client money reports with timeframes to the secretaries

Communication

• Liaising with fellow team members on workloads and ensure deadlines are consistently met
• Answering internal calls to other members of the team and handling incoming Helpline calls
• 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, figure stats from 3E, matter and interest refunds
• 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 pre-booked as needed
• 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
• Online applications

Customer Service

• Attending team meetings
• 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

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 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 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 ***email_hidden*** 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: ***email_hidden*** or csg***email_hidden***