The Firm
Anthony Gold Solicitors is a long-established yet still growing law firm in the top 200 firms in England. We have decades of experience and a modern forward-looking approach and are now considered one of the leaders in our respected fields. The role will be based at both our London Bridge and Streatham offices.
The ethos of our practice is simple yet effective, we are committed to doing what is best for our clients, through our expertise, personable approach, ability to build strong relationships and professionalism.
The Role
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…