Job Description

We are seeking an Administrative Assistant to join our Property and Housing Litigation team in central London providing assistance to the department with general administrative support. An enthusiastic and energetic person wishing to improve their skills and experience.

Main duties include but are not limited to:

Document production

• Proficient in the use of Microsoft Office tools, specifically Microsoft Word (intermediate) and Microsoft Excel (intermediate).
• To use Multi-Function Devices (MFD\xe2\x80\x99s) and/or copiers for the purpose of copying, scanning, printing and finishing.
• To produce accurate documents in accordance with the Firm\xe2\x80\x99s style and standards whether originated by audio dictation, email or manuscript drafts or from existing saved documents.
• To produce and assist in the production of routine reports internally and externally.
• To assemble and/or check electronic or printed documents including accurate proof reading.
• To support the Executive Assistants, Legal Assistants and/or Trainees with preparing Court bundles (paper or electronic) where necessary.
• To have a good standard of written English and solid numeracy.

Record keeping

• To ensure that files (both physical and electronic) are efficiently, accurately and regularly maintained
• Proficiency in the use of the Firm\xe2\x80\x99s File Management software (and any subsequent document management system that may be introduced) to file and maintain emails in appropriate client directories.

• A thorough knowledge of and timely adherence to the Firm\xe2\x80\x99s file maintenance procedures.
• To be able to accurately and quickly enter electronic data.

Client relationships

• Answering telephones and replying to emails internally or externally promptly in a professional, cheerful and helpful manner at all times.
• Taking new enquiry calls from potential clients or referrers, including assessment (if required) of eligibility for Legal Aid.
• Making meeting room bookings, and support to executive assistant(s) and fee earner(s).
• Capable of adding and editing client and contact details in the Firm\xe2\x80\x99s Client Relationship Management system called SoS.
• Efficient, friendly and knowledgeable approach in respect of all new work enquiries.
• Assistance in preparing fee earners for client meetings ensuring relevant files and documents are available.

File opening and closing

• Thorough knowledge of and timely adherence to the Firm\xe2\x80\x99s file opening and archiving procedures.
• Support the executive assistant(s) (where appropriate) to ensure fee earner compliance with all relevant risk management requirements on file opening and closing, including records of conflict checking, anti-money laundering checks, client care letters/terms and conditions, file management checklists and large value retainers.

Financial support

• Assisting with completion of basic documentation, such as cheque requests, electronic payment requests, receipts and transfers and expenses reclaims. Also creating bills for fee earners and being responsible for sending them out.
• Being able to enter time records manually on behalf of a fee earner if required.

Internal administration

• Thorough knowledge of all internal policies and procedures and supporting the Executive Assistant(s) and Fee Earner(s) through the efficient operation of all the Firm\xe2\x80\x99s administrative procedures and policies, including booking couriers/taxis, booking external/float temps and knowledge of outsourcing procedures for copying/printing.
• Assisting in booking Fee Earners on conferences and courses.
• Proactively assisting with maintaining MFD/departmental stationery supplies and local kitchen supplies.
• Where necessary, to assist with maintaining a team\xe2\x80\x99s \xe2\x80\x9clibrary\xe2\x80\x9d of books and journals.

Professional Standards:

• To work and behave in a professional manner, to a high ethical standard and to strict deadlines.
• Comply with procedures set out in the Office Manual.
• Carry out duties given by the partners or employees faithfully and diligently and follow all reasonable instructions.
• Treat all information about the Firm and its clients and their business as wholly confidential and demonstrate integrity and an honest approach in all endeavours.

Key Personal Characteristics

• A risk-conscious person able to understand particular tasks well and perform them to a high standard with excellent attention to detail.
• An enthusiastic and energetic person wishing to improve their skills and experience.

Salary and benefits

We offer competitive salaries and generous benefits.

We welcome direct applications. If you would like any further information about the firm please contact a member of the HR team.

We have a diverse workforce and aim to attract high calibre applicants that reflect the demography of our geographical location and client base. Individuals will be employed solely on merit and the requirement of the position. No applicant or employee receives less favourable treatment on the grounds of sex, race, marital status, disability, age, sexual orientation, gender Identity or religion. Reasonable adjustments will be made to eliminate or reduce disadvantage.

Russell-Cooke