Administrative Assistant

The role provides administrative and file management support across the team. Work will come either directly from the lawyer or through the work allocated by the Secretary 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 ResponsibilitiesClient Relationship ManagementTaking instruction to undertake admin tasks relating to client relationship management Responsible for ensuring current knowledge of client specific protocols and processes, and building these into current practicesAdministrativeFile opening and closing – matters are set up on the relevant document/case management system. Undertake file closing/archiving procedures ensuring compliant at all times Make room, hotel and travel bookings as requested, organising hand deliveries and courier requests, and other adhoc requestsPrinting/copying/scanning of documents flowing to Office Services for support with high volume jobs, as appropriateSending large electronic documents via ShareFile Submitting documents for signature by clients via DocuSign Collating disclosure documentsAssisting with new client set up and ensuring all relevant documents have been obtained Produce MI reports CommunicationLiaising with fellow team members on workloads and ensure deadlines are consistently metAnswering internal calls for other members of the teamLiaising with and taking direction from your Secretary Team Leader, secretaries and lawyersFinancialAssisting with billing as required Assisting with expenses as required ProcessingResponsible for managing priorities and workloads to ensure deadlines are met; Liaising with STL where challenges ariseEnsuring compliance with firm wide/department policies and proceduresResponsible for checking post and/or emails and dealing with as appropriate ensuring all client related correspondence is appropriately filed in firm’s document management systemsCustomer ServiceAttending team meetingsLiaising with lawyers and Secretarial Team Leader to take instruction and liaise on work requirements Consistently and appropriately update service users on progress where appropriateRegularly offer assistance wherever possibleFirm wideUnderstands DAC Beachcroft is an international firm; Works with awareness of this structure to operate as one team/brandActively operates in the best interests of the firm at all times internally and externallyOperates in a regulated environment, effectively managing risk and compliance issues including data securityWorks in partnership with others to manage and mitigate commercial riskSkills, Knowledge and ExpertiseRelevant office-based administration experience essentialAn aptitude for administration management and processes, with experience of working with document management/case management systemsIntermediate knowledge of Microsoft OfficeAn effective communicator with the ability to liaise with internal and external clients in a professional manner; striving to provide exceptional service at all timesGood organisational skills and ability to manage own time effectively within a fast-paced environmentConscientious, taking personal responsibility for own work and accountability for its delivery and qualityPositive can-do attitude with the ability to adapt to changeExcellent attention to detailCustomer/client service focusedProactive, professional and flexible approach to work Keen to develop over a period of time with a willingness and ability to learnExcellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challengesAdditional InformationAs 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 recruitment@dacbeachcroft.com in confidence with the vacancy reference in the subject line, and we’ll be happy to help.