Team Assistant

AJ Chambers is partnered with a Top City Law firm recruiting for a Team Assistant.

Required qualifications, skills and experience

• Trained in secretarial practice and/or as a Probate Executive
• Excellent computer (including word-processing and typing) skills.
• Previous experience as a legal team assistant or similar in a solicitor’s firm.
• Previous experience working in a private client/probate department.
• Be a team player, able to prioritise work, show attention to detail, be thorough and show commitment to his/her work. Able to use a high degree of self-management and initiative.

Role

• The prime role is to support partners, solicitors, and a trainee in a busy private client department by assisting in the setting up and running of files, carefully and accurately following instructions, checking emails and letters, answering and making telephone calls, preparing bills and managing the firm's document management system "SOS".
• The role may include fee-earning from time to time for which you will record time.
• The role will also include but will not be limited to the administration and paralegal responsibilities given below.

Administration responsibilities

• To familiarise him/herself with the clients with whom he/she will regularly have contact so as to deal with them with efficiency and professional courtesy but not to give substantive information or advice save on direct instruction from the relevant fee-earner.
• To prepare correspondence and documents through audiotyping and word processing.
• To format, paginate, number and present documents in the format required.
• To administer the opening of client files and to set up clients matters in the firm's document management system "SOS" and to update and check the information on the data screens on a regular basis.
• To ensure that client ID is filed in accordance with the procedures contained in the Office Manual.
• To carry out electronic and sometimes paper filing of correspondence and documents.
• To send e-faxes and emails and to file copies as sent together with a copy of the transmission report if applicable.
• To request cheques and process them on receipt.
• To carry out photocopying, scanning and binding of documents.
• To schedule and manage deeds in accordance with the detailed procedures contained in the Office Manual.
• To administer the closing, storage and retrieval of client files in accordance with the detailed procedures contained in the Office Manual.
• To take messages and/or deal with telephone enquiries.
• To make appointments, arrange meetings and to maintain an up-to-date diary for the fee-earners.
• To organise travel itineraries.
• To attend clients both in person and on the telephone and to provide such support in a professional and friendly manner in keeping with the firm’s standards for client care.
• To provide support to other team assistants as required.
• To provide guidance to junior and temporary team assistants when required to do so.
• To undertake any specific training when required to do so and overall to have a responsibility towards self-development.
• To ensure the confidentiality and security of all firm and client documentation and information.
• If necessary to assist on reception and similarly for general office administration when requested.
• To order couriers and deal with the accounting procedures connected with this.
• To undergo training in money laundering compliance procedures and at all times to comply with the requirements of the firm's Office Manual.

Paralegal requirements

• The jobholder is not designated as a matter handler for file review purposes and does not therefore have his/her own file caseload. However, he/she will be required to undertake certain elements of fee-earning work under supervision. In particular:
• File creation
• Generation of suitable client care and third party correspondence
• To obtain Official Copies and undertake Bankruptcy Searches via the Land Registry Website.
• To assist with the preparation of Estate Accounts, including the initial stage, routinely updating and involvement in reconciliation and finalisation.
• Preparing correspondence for H M Revenue & Customs (HMRC) and involvement in the preparation of some HMRC Forms.
• Drafting of Wills, Lasting Powers of Attorney and miscellaneous Deeds and Documents, under instruction from Fee Earners.
• Deal wherever possible with routine client enquiries and communications.
• To record time on the firm's electronic time recording system when required.

For more information, please apply directly or contact Jess at AJ Chambers.