Administrative Assistant

Job Description

*This is a hybrid role with a requirement to work from the Edinburgh office 2 days per week*The RoleThe 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 ongoingservice-based relationship with the team they support recognising and translating the needs and expectations into a responsive service.Key ResponsibilitiesClient 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 keycommunal 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 consistentlymet.
• 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 financialpackages.

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 takeinstruction 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 ofworking with document management/case management systems.
• Intermediate knowledge of Microsoft Office

Business Services CompetenciesClyde & 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