Address
Form of work
SalaryTheir services cover the whole spectrum of wills, trusts, probate, court of protection/deputyship and estate-related matters including tax planning with the successful candidate providing collaborative support within the team.
Duties
- Professional client engagement, being a first point of contact by telephone and email; resolving client enquiries, taking messages, passing on information and proactive handling of enquiries as appropriate in a timely manner.
- Coordination of administrative tasks and working alongside the Private Client Team and the Firm ensuring completed tasks are of high presentational quality and checked for accuracy, demonstrating attention to detail and ready to return to fee earners by given deadlines.
- Drafting and preparation of precedents and documentation (with training/supervision) to include but not limited to wills, deed/declaration of trust, lasting powers of attorneys.
- Carrying out legal and case related research.
- Proactive diary management; looking ahead at fee earner diaries to remind them of diary commitments, taking responsibility for ensuring they have all supporting documents and information for each meeting or engagement.
- Arranging and potentially attending internal and external meetings and conference or zoom calls, ensuring the smooth running of such meetings and making the appropriate arrangements (e.g. room setup, etc.) and liaising with other Team members/departments as required.
- Identifying business improvement opportunities to the Team’s business and administrative processes and knowing when to escalate any concerns to team leaders so that a resolution can be found in a timely manner.
Client Service Support:
- Take an active role in client relationship management and client care.
- Handling and assisting with new business enquiries and calls from clients and colleagues and act as point of contact for new business opportunities and helping to ensure new business success.
- Assisting with smooth and seamless transition of new enquiries to on-boarding of clients and ensuring clients and fee earners are kept informed throughout.
- Preparing client terms of engagement and new business proposals
- Recording all new business and existing client opportunities and helping to ensure they are dealt with professionally and efficiently.
- Assist with ongoing communications and marketing with the assistance of firm marketing resources.
- Participating in Business Development and Client Service improvement projects and tasks from time to time.
Client Matter/File duties:
- Assisting with file opening by carrying out conflict checks and ID requirements as directed; assisting with the preparation of all relevant documentation.
- Monitoring new matters to ensure all of the necessary information and documents have been received (e.g. engagement letters/instruction forms/monies on account/money laundering documentation and other compliance documents), informing fee earners when documents are received and assisting as required.
- All elements of document and file management on the firm’s systems.
- Management of inbound post ensuring it is electronically saved in the document management system and actioned (with guidance/supervision) where able.
- File closures and archiving.
Finance and Billing Duties:
- Supporting the Private Client Team to achieve financial success including all elements of billing and financial management in accordance with Private Client and firm procedures.
- Processing expenses, requesting and processing disbursements from external parties.
- Preparing electronic slips for the accounts team.
- Assistance with client balances.
Business Support duties:
- Liaising with business support services across the firm, to include marketing, finance, HR, and business engagement.
- Updating and maintaining integrity of client information held on the firm’s CRM and case management systems.
Skills and Competencies:
- Excellent verbal and written communication skills with confidence in client facing situations.
- IT literate including use of Microsoft Office (with case or document management experience preferred).
- Attention to detail and accuracy.
- A self-starter, resourceful with a high degree of initiative.
- Proactive and collaborative team player.
- Organised and able to work independently (with supervision)
- Flexible and adaptable.
- Ability to work within a busy environment.
