Administration Assistant – Private Capital

at  Clarke Willmott

VACANCY DETAILS

Our Private Capital team has a brand-new opportunity for an Administration Assistant to provide proactive and professional support to senior fee earners within the team.
This role is full time and based from our beautiful modern city centre office, which is close to shops, restaurants, car parks and public transport links.
We offer an excellent benefits package that includes company pension scheme, 26 days holiday plus bank holidays, additional Christmas annual leave, life assurance and some flexibility with start and finish times.
We welcome your application whether you’re a highly experienced legal administrator or an administrator with an interest in the legal sector or are wishing to start your career in administration.
Role: Administration Assistant
Location: Bristol
Hours: Full time
Term: Permanent
Vacancy Reference: 1197-BBL

WHO WE ARE

You’ll be joining a national law firm that enjoys a strong reputation, made possible by our exceptional people – each chosen for their industry knowledge and passion for their field. We want to help you to reach your full potential, love the work you do and deliver the best results for your clients. It’s our goal to make you feel great about working with us, and we work hard to cultivate a culture that makes it easy for you to stay with us for many years.
Our Private Capital Team in Bristol is a highly regarded, large and exceptionally busy team dealing with Wills, Lasting Powers of Attorney and estate planning; trust creation, advice and administration; tax planning advice and tax compliance and Probate and estate administration for ultra-high net worth families, entrepreneurs and business owners, international individuals and clients with complex family and financial affairs. Our clients are based all over England and Wales as well as overseas.
Much of our work comes from referrals and first contact through to a smooth and timely delivery is absolutely key to the success of this. As the support to 6 senior fee earners in the team you will often be the gatekeeper on the journey for new clients and referrers and will be responsible for ensuring that they are able to meet with our specialists at an early stage and for supporting your fee earners through to the end of each matter.

DAY TO DAY, YOU’LL BE SUCCESSFUL IN THIS ROLE BY:

Based in our well-regarded Private Capital team at our Bristol Office, you will be joining a busy team of 3 administrative support staff, working on a variety of tasks. You will be directly supporting and responsible to 6 senior fee earners in our Wills, estate planning trusts and probate team together with more junior team members.

Your regular duties will include:

• Being the first point of contact for clients and intermediaries including taking messages, assisting with routine queries, arranging meetings etc. and gathering any background needed and ID documents ahead of the meetings.
• Diary and event management for the fee earners.
• Managing the inboxes and post of the fee earners.
• Liaising with our billing team on the issue of invoices and ensuring they are despatched to clients promptly.
• Document production, including some audio typing, including preparation of client appointment letters, engrossed Wills and Trust documents, probate bundles, finalising or amending draft documents and production of some standard documents with guidance from your fee earners.
• Opening, closing files and archiving documents.
• Prompt naming and saving of scanned post into the files and obtaining original documents a from our remote postal hub.
• Scanning documents correspondence (including outgoing post) into our document management system.
• Keeping filing and e-filing up to date and accessible.
• Arranging payments in and out to clients, beneficiaries and third parties, and transfers between accounts.
• Carrying out routine searches for ID and bankruptcy checks and land registry titles.

You will also be involved in other administrative activities both for your fee earners and others as required, including helping other administrators and secretaries during busy periods, and to cover absences from work.
It is an integral part of this role that you comply with information security and all firm policies and procedures.

THIS ROLE IS RIGHT FOR YOU IF:

Ideally, you will have previous experience of working within a legal environment or administration role, preferably in a Private Client team. However, if you have a genuine interest in working within the legal sector providing key support to fee earners, co-workers, and an excellent client experience, we would very much like to hear from you.
You will have excellent task management and communication skills to meet the needs and priorities of the team and the expectations of our clients. You will be able to work as an integral part of the team and support colleagues at all levels whilst also being able to work to your own initiative.
This role will suit you if you like to prioritise your own workload, work closely to deadlines, and can work with minimum supervision and under pressure. You will need to demonstrate from experience that you are exceptionally organised and proactive, that you have a flexible ‘can-do’ attitude, and that you have the skills to work closely with various stakeholders and have direct contact with clients. Your fee earners will rely on you to manage their diaries, task lists and flow of client work and you must be able to juggle the needs of multiple people whilst managing and incoming calls so you must be able to prioritise tasks communicate well and be resilient in a demanding role.
You will enjoy being in the office throughout the week and interacting with colleagues in your team and the wider firm.
You will have excellent spelling and grammar. You will be proficient with the usual Microsoft packages, including Excel and PowerPoint skills and comfortable with learning new databases and other software packages. You will have quick and accurate keyboard skills and fantastic attention to detail.
We expect you to be someone who takes pride in your work and in providing a first-class support service to your fee earners, anticipating their needs in advance wherever possible, and paying meticulous attention to detail in all of your work.
Finally, we are looking for someone who can demonstrate initiative and problem-solving skills and a willingness to learn and develop, which will help you thrive in this role.