Administrative Assistant (Employment, Pensions & Immigration) - LondonJob IntroductionDAC Beachcroft is seeking to appoint an experienced Administrative Assistant into our Employment, Pensions and Immigration team in London. This is a full-time, permanent, office-based role which will require the successful applicant to attend our centrally located London office 5 days a week.This role would suit someone who has experience as an administrator who has worked in an office environment, ideally within a law firm. Although experience in a legal environment is not essential, it is highly advantageous.Reporting into the Secretarial Team Leader, the role provides administrative and file management support across the team. Work will come either directly from the lawyer or through the work allocated by the Secretary 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.Role ResponsibilityClient Relationship ManagementTaking instruction to undertake admin tasks relating to client relationship managementResponsible for ensuring current knowledge of client specific protocols and processes, and building these into current practicesAdministrativeFile opening and closing – matters are set up on the relevant document/case management system. Undertake file closing/archiving procedures ensuring compliance at all timesMake room, hotel and travel bookings as requested, organising hand deliveries and courier requests, and other ad hoc requestsPrinting/copying/scanning of documents flowing to Office Services for support with high volume jobs, as appropriateSending large electronic documents via OneDriveSubmitting documents for signature by clients via DocuSignAssisting with new client setup and ensuring all relevant documents have been obtainedProduce and circulate MI reportsLiaise with Counsel's chambers regarding Counsel availability and enter dates in calendarCommunicationLiaising with fellow team members on workloads and ensuring deadlines are consistently metLiaising with and taking direction from your Secretary Team Leader, secretaries and lawyersAssisting with billing as requiredAssisting with expenses as requiredProcessingResponsible for managing priorities and workloads to ensure deadlines are met. Liaising with STL where challenges ariseEnsuring compliance with firm wide/department policies and proceduresResponsible for checking post and/or emails and dealing with as appropriate ensuring all client related correspondence is appropriately filed in the firm's document management systemsCustomer ServiceAttending team meetings and taking minutesLiaising with lawyers and Secretary Team Leader to take instruction and liaise on work requirementsConsistently and appropriately update service users on progress where appropriateThe Ideal CandidateRelevant office-based administration experience essential (legal background preferred)An aptitude for administration management and processes, with experience of working with document management/case management systemsIntermediate knowledge of Microsoft OfficeAn effective communicator with the ability to liaise with internal and external clients in a professional manner; striving to provide exceptional service at all timesGood organisational skills and ability to manage own time effectively within a fast-paced environmentConscientious, taking personal responsibility for own work and accountability for its delivery and qualityPositive can-do attitude with the ability to adapt to changeExcellent attention to detailCustomer/client service focusedProactive, professional and flexible approach to workKeen to develop over a period of time with a willingness and ability to learnExcellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challengesAbout the CompanyWe're a leading international legal business with over 3,000 colleagues and a diverse range of capabilities. We're market leaders in insurance, health and real estate but with a full-service offering, including growing Financial Services and Tech capabilities. We represent a wide range of clients – from household names to government departments and NHS bodies. We act for nearly all of the top-20 UK and global insurers, we're market leaders in the provision of strategic, commercial and regulatory advice to providers and commissioners in the health sector, and in real estate we advise all of the UK's top-five housebuilders.We are a fast-growing international business with offices around the globe. In addition to our 11 UK offices, we also have offices in Dublin, Madrid, Paris, Milan, Rome, Singapore, Argentina, Chile, Colombia, Mexico, Peru and Miami, plus a broad network of affiliations across the globe.Working with usOur vision is to be leading business advisers, recognised for our insight and our outstanding commitment to clients, and for being the place where talented people want to work. Combine this with our supportive culture and hybrid working model, and you have: a Life that Works.Our flexible approach means that we help our colleagues to be their best at work, while recognising that they have all sorts of different interests and commitments outside work.We pride ourselves on our supportive, approachable culture. We are trusted, appreciated as individuals and embraced as part of a team. At DACB, we don't just accept your differences, we celebrate and advocate for them. From bespoke solutions for our clients, to treating you as an individual. Our strength comes from your diverse ideas and bringing the 'whole you' to work. So if you're good at what you do, come as you are!
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