Administration Assistant

• 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
• Supporting the Team to achieve financial success including all elements of billing and financial management in accordance with Private Client and firm procedures
• 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
• 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
• Use Multi-Function Devices (MFD’s) and/or copiers for the purpose of copying, scanning, printing and finishing
• Produce accurate documents in accordance with the Firm’s style and standards
• Assemble and/or check electronic or printed documents including accurate proof reading
• 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

• 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

We offer competitive salaries and generous benefits