The Role The role provides administrative and file management support
across the team. Work will come either directly from the fee earner or
through the work allocated by the Practice Assistants. 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
Client Relationship Management
Liaise and assist others to update and maintain key client data.
Responsible for ensuring current knowledge of client specific
protocols and processes and building these into current practices.
Administrative
File management - updating and maintaining all files, ensuring
documents are filed correctly and named in line with the business
wide naming convention and the correct folder structures are adopted
(both electronic and paper)
File opening and closing - undertake all file closing/archiving
procedures ensuring compliant at all times.
Assist where applicable with time recording ensuring this is
actioned timeously, accurately ensuring compliant at all times.
Assisting the Practice Assistants and others as directed in the
organisation of internal and external events, seminars and
conferences, (vulture) responsible for arranging registers
delegates; booking travel; printing/sending materials; arrange give-aways.
Responsible for ordering all promotional goods and ensuring stock levels.
Make room and taxi bookings as requested, organising hand
deliveries and courier requests, and other ad-hoc requests.
Printing/copying/scanning of documents flowing to document
solutions for support with high volume jobs, as appropriate.
Assisting where required, in the day to day coordination of
in-house and outsourced administrative services to include
reception, hospitality, postal and file management services.
Assist where required in maintaining the reception, meeting rooms
and other key communal areas to ensure high standards at all times.
Assist where required in the management and coordination of
meeting room requests as per the booking information, ensuring
layout, functionality, equipment and catering is as requested.
Proactively manage stock levels relating to stationery,
refreshments, catering to ensure adequate stock levels.
Undertake general administrative tasks as part of our central
administration team which support the wider needs of the business.
Communication
Liaising with fellow team members on workload and ensure deadlines
are consistently met.
Answering internal calls for other members of the team and others,
taking and passing clear and concise messages in a proactive and
timely manner.
Liaising with and taking direction from your Hub Leader, Practice
Assistants and Legal Support Assistants.
Financial
Where applicable, assisting with billing as required, processing
invoices to Chrome River.
Where applicable assisting with expenses as required utilising
correct financial packages.
Processing
Responsible for managing priorities and workload to ensure
deadlines are met and Liaising with Hub Leader/Legal Support
Managers where challenges arise.
Responsible for creating and uploading information to client data
rooms, in line with instructions from fee earners, Practice
Assistants and Legal Support Assistants.
Production of court bundles, both paper and electronic copies,
ensuring the master bundle is correctly prepared in line with fee
earner instructions and court rules and instructions provided to
central copy team to complete printing/copying of master bundles;
suitable delivery methods pre-booked as needed.
Checking client and internal data for accuracy.
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 firms document management systems.
Customer Service
Attending team meetings
Liaising with fee earners, Hub Leaders and Legal Support Managers
to take instruction and liaise on work requirements.
Consistently and appropriately update service users on progress
where appropriate.
Regularly offer assistance wherever possible
Essential Skills & Experience
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 team goals to provide excellent
quality and efficiency of service, with a willingness to take on new
responsibilities and challenges.
Technical Skills
Relevant office-based administration experience
An aptitude for administration management and processes, with
experience of working with document management/case management systems.
Intermediate knowledge of Microsoft Office
Business Services Competencies Clyde & Co is committed to providing extensive, personal and
professional developments opportunities for our people enabling them
to be highly effective in their current role as well as assist them to
fulfil their career aspirations. The competencies are used to
inform all aspects of Business Services career development.
They vary across levels and different business areas and fall under
the following areas:
Technical Excellence
People and Team
Client/Stakeholder Relationships
Service Delivery and Commercial Awareness
Personal Effectiveness
This is the job description as constituted at present; however
the Firm reserves the right to reasonably amend it in accordance with
the changing needs of the business.
