Client Services Administrator

at  Charles Russell Speechlys

The Internal Client Services (ICS) team aim to deliver excellent secretarial, administrative and facility support services across the Firm which in turn underpins the service we are able to give to our clients.
Vicki Napolitano, Director of ICS, leads the team and managing the secretarial team is Claire Phillips, Head of ICS. The structure is then made up of Client Services Leads, Client Services Executives (CSE), Client Document Executives (CDE) and Client Services Administrators (CSA).
Roles and Responsibilities

Customer Service:

• Able to develop solutions to ensure an exceptional service is provided at all times.
• Consistently and appropriately update service users on progress and status of tasks where appropriate
• Work with service users to offer assistance where possible
• Support the Compliance & Risk Team with the completion of client due diligence, conflict checking and the Anti Money Laundering processes
• Create new files and maintain and update existing files, demonstrating an understanding of the principal documents within file
• Deal with internal and external postal deliveries and arrange couriers’ services as necessary
• Working effectively and efficiently on the Practice Management System to log and record documents
• Undertake all file closing procedures including the processing of archiving and retrieval
• Complete searches at the request of Partners, fee earners, Client Services Leads and Client Services Executives
• Photocopying, printing, scanning, binding, and filing tasks
• Supporting the Finance team by ensuring receipts, cheques and bills are correctly loaded onto the system
• Any ad hoc duties as requested by the business

Depending on which Practice Group you are working in there will be some additional tasks specific to that group which may include:

• Producing document packs to be used by the Practice groups
• Producing court bundles
• Keeping client specific records updated where necessary
• Preparing files for costs assessments
• Undertaking basic Land Registry searches
• Data Subject Access Requests
• Checking Companies House for company registration numbers, addresses, director details etc
• Updating the Practice Group intranet pages
• Additional practice group specific administration tasks that were required
• Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles.

Person specification

• A minimum of 6 months administration experience
• GCSEs graded A to C to include maths and English (or equivalent level of qualification)
• Solid customer service centric experience and work ethic

Competencies

• Working together
• Integrity and respect
• Inclusive
• Personal impact and growth
• Driving high standards
• Commercial mindset

• Producing document packs to be used by the Practice groups
• Producing court bundles
• Keeping client specific records updated where necessary
• Preparing files for costs assessments
• Undertaking basic Land Registry searches
• Data Subject Access Requests
• Checking Companies House for company registration numbers, addresses, director details etc
• Updating the Practice Group intranet pages
• Additional practice group specific administration tasks that were required
• Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles