Our client is seeking a Private Client Assistant for approximately 25 hours per week, to provide timely and accurate administrative, secretarial, and operational support to Partners, fee earners, and other colleagues. This role involves supporting external clients, handling a variety of secretarial and operational tasks while demonstrating flexibility and a willingness to assist at all times, both in the office and offsite as necessary. The successful candidate will deal with all compliance-related matters for the client base, assisting in the collection of Customer Due Diligence (CDD), verifying bank account details, and addressing other risk and compliance-related administrative issues. Working on a part-time basis you will be an integral part of the team during meetings, client interactions, and in preparing essential documentation, while ensuring the highest standard of client care and confidentiality.
Job Duties:
- Updating diaries and notifying of upcoming meetings
- Preparing paperwork for meetings and court dates
- Receiving and processing client enquiries
- Preparing records and files
- Processing and sending terms of business letters to clients, ensuring they are signed and returned
- Attending client will signing meetings
- Taking telephone calls and writing notes for client files
- Holding initial appointments with clients to take due diligence and instructions
- Scanning, photocopying, and filing documents
- Updating pleading and disclosure files
- Preparing court bundles
- Processing Acts of Court, including copying, signing off, diarising, and filing
- Dealing with estate delegation and powers of attorney
- Liaising with clients, attending meetings, and taking instructions via email or telephone
- Drafting correspondence, including letters and instructions
- Writing closing letters for Wills and powers of attorney
- Paying invoices and preparing probate applications
- Conducting investigations for estates and delegations
- Assisting with project work as necessary
- Helping clients with arrangements such as travel, booking appointments, running errands, and other ad hoc requirements as instructed by fee earners
- Supporting compliance-related administrative work
- Assisting with ordering stationery, personal items for clients, and liaising with external contractors
- Ensuring high standards of client care in a professional and courteous manner
- Upholding the confidentiality and security of all client documentation and information
- Achieving billing and time recording targets
- Complying with all accounting requirements outlined by Partners and Practice Director
- Liaising with credit control regarding client matters as appropriate
- Promoting the services and ethos of the client
- Complying with Lexcel Accreditation requirements and the client's Client Charter
- Performing other tasks as assigned
- Providing compliance support when required, including conducting CDD checks
- Assisting with the administration of notarial matters
Job Requirements:
- GCSE level qualifications or equivalent
- Working towards or holding a law degree or equivalent qualification
- A minimum of 2 years of experience in a client-facing administrative role or secretarial/operational support role
- Ideally, relevant experience within the legal sector
- Good literacy and numeracy skills in day-to-day operations
- Proficient in using computers and related technology effectively
- Knowledge of legal language, process, and practice
- Extremely adaptable with a capacity to manage varied workloads
- Disciplined in time recording, billing, and chasing outstanding bills
- Ability to review and settle client/estate liabilities and invoices
- Confident communication skills, both written and verbal
- A flexible approach with a positive "can do" attitude
- Ability to handle confidential and sensitive information with discretion
- Strong time management and organisational skills
- A good work ethic, willing to take on any task
What You’ll Love:
You will appreciate the dynamic work environment and the opportunity to contribute significantly to client care and support. Our client values a supportive and dedicated approach, emphasising professional development and a strong commitment to the community. Embrace the chance to be part of a team that strives to deliver exceptional service while also fostering your own skill set and professional growth. This role is ideal for someone passionate about providing high-quality administrative support in a stimulating environment.
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