This role is an exciting opportunity to excel in a client facing and administratively intense role within a firm that actively strives to be the best in industry and is committed to the development of its people.  
 
Summary of role
The Team Assistant will act as workflow manager for other support services including delegating and supervising the completion of document production, file management and copying/scanning work.  The Team Assistant will take an active interest in, and obtain a thorough understanding of, all aspects of client requirements to provide exceptional service to both the solicitors and clients.  
  
In line with policies and procedures, key responsibilities include:
  
Administrative

• Manage electronic diaries, ensuring they are up to date and reminding solicitors of meetings etc daily
• Arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc and liaise with other attendees, both internal and external
• Arrange for travel bookings and related details to be made through the support teams
• Arrange photocopying, printing, organising couriers, sending out of letters, faxes etc
• Arrange for files to be opened and closed, supervise general filing requirements and record keeping
• Use effective systems to ensure that both short and long-term tasks are completed within required timescales
• Support solicitors in marketing activities including involvement in preparing submissions to legal ranking bodies, preparation of pitches and presentations

 
Communication

• Take internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
• Monitor post and/or emails and dealing with as appropriate and ensure that all client related correspondence is passed on to an appropriate fee earner if the relevant person is out of the office
• Liaise with business support departments on behalf of solicitors as required
• Liaise with the department’s Team Leader over any planned absences, arranging cover as necessary and communicating this to the relevant fee earners.

 
Client relationship management

• Become an active part in the care of clients and be wholly familiar with contacts/clients
• Enter, maintain and update client details and relevant information on the firm’s contacts system
• Deal with basic client queries and general administration
• Arrange client meetings

 
Document production

• Check correspondence, attachments, documents, reports, presentations, faxes etc produced by the Document Production team before they are passed to the relevant solicitor and undertake basic/minor amendments where appropriate
• Type urgent/confidential correspondence and emails
• Produce and maintain Excel spreadsheets as required

 
Financial

• Assist solicitors in ensuring their time is recorded properly and entered onto the system daily
• Assist solicitors in the billing and credit control process by liaising with the solicitor and accounts and to produce standard financial/time reports through the system
• Request cheques, bank transfers and paying in money received, as appropriate
• Assist solicitors in expense management and claims, ensuring these are billed to clients where appropriate 

Hours

Individual working hours will be 9.30-5.30.  Staff will be expected to be flexible to arrive earlier and stay later when the job or business requires. 
  
Other duties and responsibilities

In addition to providing support to the fee-earner(s) to whom they report, a Team Assistant will also provide assistance to their immediate colleagues in the department and, where practical, other departments. 
  
 Team duties will therefore include: 

• Assisting others in the department whenever there is spare capacity or it is evident that a colleague needs assistance with their workload
• Picking up telephone calls for other members of the department when they are away from their desk
• Assisting other members of the department, both proactively and at the request of the Team Manager
• Working effectively with other legal and support departments as required 
• Any other duties as reasonably requested by the solicitors or Team Manager, or a person of an appropriate seniority
• Cover fee-earners when their Team Assistant is absent

A Team Assistant has responsibility to ensure that their skill set is up to date and they are familiar with the firm’s departments, key personnel, clients, internal systems and procedures. This will ensure that the Team Assistant is able to carry out his or her role effectively and, where appropriate, discuss any training requirements with the Team Manager. 
  
 In addition to this, they should have/be:

• Accurate typing speed of at least 60 words per minute
• Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other IT systems implemented by the firm
• Excellent telephone manner and competent knowledge of telephone system
• Excellent communication, organisational and team skills
• Excellent attention to detail
• Flexible and dependable, able to take the initiative
• Able to remain calm under pressure and work to tight deadlines 
• Conscientious, approachable and enthusiastic
• Able to quickly build confidence, respect and trust with others
• Have a positive approach to daily tasks and have a solution focussed working method

• Competitive salary
• Private Medical Insurance
• Life Insurance
• Income Protection
• Contributory Pension
• Discretionary annual staff bonus
• Reduced gym membership 
• Discount vouchers through one of our suppliers
• Season Ticket Loan
• 23 days holiday plus additional 2 for Christmas and Bank Holidays