Administrative Assistant

Department:
Projects – Permanent (Full time)

Reports to:

Practice Support Workflow Co-ordinator
Type of Role:
Hybrid
Reference Number: 10319

To provide support to our Practice Support Executives to deliver a first class service focusing on process based tasks/activities and general administrative support to our fee-earners and Practice Support Executives (PSEs).

Key Areas of Responsibility:

• Routine Organisation and Planning.
• BD and Client Relationship Administration.
• Matter Opening Administration.
• General Administration.

The role is intended to embrace a team‑working approach, collaborating with every other member of the team to ensure the overall needs of the business are met.

The role offers excellent experience, training and genuine career development prospects.

• Scheduling routine diary arrangements.
• Booking meeting rooms and arranging video conference calls.
• Arrangement of routine travel arrangements.
• Obtaining and arranging foreign currency.
• Set up and maintain paper and electronic filing systems.
• Routine Email filing with supervision from the PSE.
• Interface with other business services teams and ownership of resolving any routine business operations problems.

• Supporting internal processes to ensure CRM databases up to date (Interaction, Credentials database).
• Supporting administration for events, e.g., preparing badges, in collaboration with the PSEs and Business Development.
• Assisting with billing process (using Flosuite as required) including completion of narratives.
• Supporting fee-earners with closing InTapp entries and assisting with narratives where required.
• Processing expenses/invoices using Chrome River.
• Supporting post completion of matters (e.g. preparing completion statements, arranging transfer of funds).

• Supporting completion of NBI forms.
• Arranging routine conflicts and AML checks.
• Ensuring all parties lists and contact lists are prepared and kept up to date.

• Production of engrossed documents (including getting annexures together) (non-chargeable).
• Minor copying, scanning, printing tasks.
• Physical preparation of files, bibles, bundles of documents (hard copy or electronic) including pagination and indexing (non-chargeable).
• Archiving/retrieving files.
• Ordering business cards.

These key areas may vary according to the practice requirements. Additional tasks may include:

• Ability to follow process workflow maps.
• Flexible and adaptable approach to work.
• Reliable and calm under pressure.
• Good organisation, communication and administrative skills.
• Willingness and enthusiasm to work with and support teams and practice group.

We are committed to building an inclusive culture here at Dentons where our people can thrive, regardless of their background or circumstance. As well as being the right thing to do, it makes good business sense too. A richness of backgrounds, experiences and perspectives helps us best serve our clients and the communities in which we operate. You can find out more about inclusion and diversity at Dentons here:
Inclusion and Diversity

Dentons is committed to providing equal opportunities for all. We welcome applications from everyone including of any age, ethnicity, religion, sex, sexual orientation, gender identity, nationality, neurotype, disability, or with parental or caring responsibilities. We are also “Happy to Talk Flexible Working” and welcome conversations about flexible working arrangements.

Dentons is a Disability Confident employer. Candidates with a disability may choose to apply under the Disability Confident Scheme. We will offer an interview to disabled applicants who meet the minimum criteria for the role. Where application volumes are high, we may offer interviews to those who best meet the minimum criteria, consistent with our approach for all candidates.