Administrative Assistant (Professional & Financial Lines) - London

DAC Beachcroft LLP

Sep 24

Applications are closed

Job
Full-time
Junior & Mid Level
Legal
People, HR & Administration
London

Requirements

Administrative experience in a law firm, or professional services environment is highly desirable.
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
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

Responsibilities

Client Relationship Management
Taking 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 practices
Assisting the lawyers, Team Leader or Secretaries as directed in the organisation of internal and external events, seminars and conferences, responsible for arranging registers of delegates; booking travel; printing/sending materials
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 – matters are set up on the relevant document/case management system. Undertake all file closing/archiving procedures ensuring compliant at all times
Make room and taxi bookings as requested, organising 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
Dealing with incoming post - scanning, saving to the file and circulating to the relevant fee earners
Updating of Workflow Tracking Schedules
Collating and indexing legal documentation, deeds scheduling and deeds management.
Typing of standard letters i.e. payment of invoices, acceptance of events
Uploading documents to PDF docs and editing documents using the same
Communication
Liaising with fellow team members on workloads and ensure deadlines are consistently met
Answering internal calls for other members of the team
Liaising with and taking direction from your Team Leader Team Secretaries and lawyers
Financial
Assisting with billing as required
Dealing with matter related finance administration to include BACs, TTs etc.
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 lawyer, Team Leader or Team Secretaries
Production of court bundles, both paper and electronic copies, ensuring the master bundle is correctly prepared in line with lawyer instructions and court rules and instructions provided to Office Services 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 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

FAQs

What is the job title for this position?

The job title is Administrative Assistant (Professional & Financial Lines).

Where is the job located?

The job is located in the centrally located London Walbrook office.

What are the standard working hours for this role?

The standard working hours are from 9:00am to 5:00pm.

Is administrative experience in a law firm required?

Administrative experience in a law firm or professional services environment is highly desirable for this role.

What does the Administrative Assistant role involve?

The role involves providing administrative and file management support across the team, including client relationship management, communication with team members, financial administration, and processing tasks.

Are there any commitments to diversity and inclusion in the hiring process?

Yes, the company is a Disability Confident employer and guarantees to interview anyone with a disability, long-term health condition, or neurodiversity whose application meets the essential criteria for the role.

Is there an opportunity for flexible working arrangements?

Yes, the company encourages discussions about flexible working during the hiring process and has a Flex-forward working scheme in place.

What kind of skills are considered ideal for the candidate?

The ideal candidate should have relevant office-based administration experience, good organizational skills, effective communication abilities, excellent attention to detail, and a proactive approach to work.

Who does the Administrative Assistant report to?

The Administrative Assistant reports into the Secretarial Team Leader.

What type of clients does the company represent?

The company represents a wide range of clients, including household names, government departments, NHS bodies, and nearly all of the top-20 UK and global insurers.

Is there a specific requirement for knowledge of software?

Yes, intermediate knowledge of Microsoft Office is required for this role.

What is the company’s approach to employees' professional development?

The company values personal responsibility and accountability in work delivery and encourages employees to develop over time with a willingness and ability to learn.

How does the company view team collaboration?

The company promotes a supportive and team-oriented culture, encouraging employees to share in team goals and take on new responsibilities and challenges.

DAC Beachcroft LLP

Broad-based commercial law firm delivering bespoke solutions, one client at a time.

Law

Industry

1001-5000

Employees

1762

Founded Year

Mission & Purpose

DAC Beachcroft is a leading international legal business with offices across Europe, Asia Pacific and Latin America. We partner with our clients to help them achieve sustainable growth and to defend their business and reputation. We do this by taking a tailored approach to providing commercial, transactional, claims, risk and advisory legal services. We are recognised leaders in Insurance, Health and Real Estate and draw on the knowledge, industry experience and commercial expertise of our outstanding 3,000 lawyers and support colleagues in these sectors and beyond. We are forward-thinking, flexible and easy to engage with and we're proud that our clients tell us regularly that we're great to work with. We know that our clients value advice that is innovative, practical and personal to them, and we pride ourselves on getting to the heart of their businesses. We measure our performance against their expectations and embrace change as a necessary stage in evolving and strengthening our relationships. The close working relationship we enjoy with our clients has not been built overnight but honed carefully over the last 250 years. This means today our clients can remain confident they have the very best legal expertise available.