Administrative Assistant PCR

Administrative Assistant PCR Bristol

Department: Professional and Commercial Risk

Employment Type: Permanent

Location: Bristol

The role will provide administrative support across the team. Work will come directly from the 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.

• Taking instruction to undertake admin tasks relating to client relationship management and legal cases
• Ensuring current protocols and practices within the Department are followed, sharing knowledge with the Team Leader and wider team so these can be built into current practices where necessary
• Assisting the Team Leader and Secretaries as directed in the organisation of internal and external events, seminars, conferences and training sessions as well as arranging DACB merchandise where required, IT assistance, travel booking, printing/circulating materials
• File opening - matters are set up on the relevant case management system, along with any supporting documents to be saved and communicating any financial requirements at set up stage to the Accounts Department/updating the matter clearly as to those instructions
• Closing and archiving – undertaking all file closing/archiving procedures ensuring compliant at all times
• Arranging meetings both externally and internally, arranging any travel and catering required
• Arranging travel bookings (train/taxi/hotel and flight bookings) as requested
• Arranging 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 Share File or One Drive
• Dealing with incoming post – managing distribution of electronic post to the fee earners, saving to the file using protocol and managing appropriate turnaround of destroying incoming post whilst ensuring in line with DACB guidelines
• Collating and indexing legal documentation/bundles, using PDF documents/Bundle Docs
• Typing of standard letters i.e. correspondence/documents/notes (Bighand dictation)
• Arranging TTs/BACs/Faster Payments – as well as verifying bank details and carrying out sanction checks
• Dealing with interest refunds and matter refunds
• Providing live financial stat figures for individual matters when requested using 3E
• Creating or amending presentations
• Creating or amending team sheets
• Handling incoming helpline calls, relaying message and updating the spreadsheet log
• Managing expenses as requested via Chrome River
• Managing and pushing out client money reports with time frames to the secretaries

• Liaising with fellow team members on workloads and ensure deadlines are consistently met
• Answering internal calls to other members of the team and handling incoming Helpline calls
• Liaising with and taking direction from your Team Leader and Team Secretaries as well as lawyers where necessary

• Assisting with billing queries as and when required
• Dealing with matter related finance administration including matter set up billing criteria, figure stats from 3E, matter and interest refunds
• Assisting with expenses as required

• 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 Team Leader or Team Secretaries
• Production of court bundles, both paper and electronic copies, ensuring bundles are sent out on time or uploaded to electronic platforms in line with lawyer instructions and court rules; suitable delivery methods pre-booked as needed
• 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

• Attending team meetings
• Liaising with lawyers and Team Leader to take instruction and liaise on work…