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Administrative Assistant

Type: Permanent
Salary: £22,000 - 25,000 per annum
Location: Liverpool Street

Owen Reed are recruiting for a Administrative Assistant to join a top London role.

The Administrative Assistant will provide administrative and file management support across the team. The Administrative Assistant 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 with Practice Assistants (PA) to provide support to Client & Marketing for scheduling tender meetings, directory interviews, client training etc

•Liaise with Practice Assistants  to enter, maintain and update Interaction - adding new prospects, clients and contacts, activities and business development information

•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 – matters are set up on the relevant document/case management system. Undertake all file closing/archiving procedures ensuring compliant at all times

•Assisting  the   Practice  Assistants  as   directed  in  the   organisation of  internal   and external  events,  seminars   and  conferences,   responsible  for  arranging registers delegates; booking travel; printing/sending materials; arranges 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 adhoc requests

•Printing/copying/scanning of documents flowing to document solutions for support with high volume jobs, as appropriate

Communication

•Liaising with fellow team members on work loads and ensure deadlines are consistently met

•Answering internal calls for other members of the team.

•Liaising with and taking direction from your Hub Leader, Practice Assistants and Legal Services Assistants

Financial

•Assisting with billing as required

•Assisting  with expenses as required

Processing

•Responsible for managing priorities and workloads to ensure deadlines are met.  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 Lawyer, Practice Assistants and Legal Services Assistants

•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 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 Leader's 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

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