At a Glance
- Tasks: Support our Real Estate Team with exceptional client service and administrative tasks.
- Company: Join a leading firm known for its collaborative and supportive culture.
- Benefits: Gain valuable experience, competitive pay, and a chance to develop your skills.
- Other info: 12-month maternity cover role with opportunities for growth and learning.
- Why this job: Make a real impact while working in a dynamic and fast-paced environment.
- Qualifications: Strong communication skills and proficiency in Microsoft Office required.
The predicted salary is between 30000 - 40000 € per year.
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. The structure is made up of Client Services Leads, Client Services Personal Assistants (CSPAs), Client Document Specialists (CDS) and Client Services Administrators (CSA). The Client Services Personal Assistant’s focus will be to identify the best approach and methodology to provide exceptional service levels to Partners, Fee Earners and their clients. This role is a maternity cover role for 12 months based in our Cheltenham office supporting our Real Estate Team.
Roles and Responsibilities
- Distribute and co‑ordinate appropriate support for specific client projects
- Set up processes for client matters through liaison with Partners, Fee Earners and client contacts
- Support Partners, Fee Earners and the Business Development and Marketing Teams with preparation of pitches, presentations and events and with other projects and tasks
- Identify and act upon process improvements across the team to enhance both internal and external client services
Client Relationship Management
- Ensure that all client related correspondence is received by the appropriate Partner or Fee Earner
- Take an active role in relationship management and client care
- Enter and ensure accuracy of client information on the Client Relationship Management system, currently InterAction
- Communicate with external clients both independently and upon instructions from Partners and Fee Earners
- Arrange client meetings and ensure efficient responses to written and verbal client queries
- Check to ensure clients terms of business in place as soon as file opened and to follow up with Fee Earners accordingly
Communication
- Take internal and external telephone queries, responding as appropriate and ensure that all messages are passed on in a timely manner
- Liaise with relevant Business Resource teams on behalf of Partners and Fee Earners
- Liaise with the Client Service Lead over planned absences, arranging cover as necessary and communicating this to the relevant Partners and Fee Earners
Financial
- Assist Partners and Fee Earners in ensuring time recording is up to date and captured in a timely manner
- Liaise with the appropriate Finance team in relation to invoices, expenses, client billing and accounts
- Process invoices and expenses on the online system, currently Chrome
- Assist the billing and credit control processes and liaise with the Finance team in relation to these to ensure a consistent and efficient approach
- Produce standard financial and time reports through the system
Administrative
- Participate in distribution of work and monitor progress of work allocated to Client Service Administrators to ensure tasks are completed in a timely manner
- Monitor and track all tasks and prioritise accordingly
- Diary management and coordination to ensure Partners and Fee Earners receive regular updates on meeting arrangements
- Take responsibility for room booking and meeting coordination, including confirmation of attendees, arranging relevant technology, refreshments, and catering
- Ensure travel bookings are completed and that relevant information is submitted and communicated in advance
- Arrange for the photocopying, scanning, printing and filing to be carried out by the team
- Arrange for files to be opened, closed and maintained
- Supervise Client Services Administrators’ record keeping and general filing tasks
- Use effective systems to ensure both short and long term tasks are completed within required timescales
Other duties and responsibilities
- Assisting other members of the team, both proactively and at the request of the Client Services Lead, ICS Manager or Head of ICS
- Provide cover for the Client Document Specialists as necessary (for example during periods of heavy workloads, holiday or sickness periods)
- Short dictations and basic amendments and document updates
- Conflict searches, file opening and risk assessment forms
- Drafting letters of engagement
- Updating and maintaining integrity of information held in Outlook, InterAction and 3E
- Minor document production amendments and assistance
- Working effectively with other legal and Business Resource teams as required
- Any other duties as reasonably requested by Partners, Fee Earners, Client Services Leads or the Internal Client Services Manager
- Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles
Person specification
- A Client Services Personal Assistant has responsibility to ensure that their skill set is up-to-date and they are familiar with our Firm’s Teams, key individuals, clients, internal systems and procedures.
- Accurate typing speed of at least 60 words per minute
- Advanced knowledge and experience of using Software including all Microsoft Office packages
- Experience of using Practice Management systems
- Demonstrate solutions-focused working methods
- Demonstrate the ability to use initiative and develop solutions to ensure a good service is provided at all times
- Excellent verbal and written communication skills
- Solid Customer Service centric experience and work ethic
- Proactive Team Player
- Organised
- Good interpersonal details with the ability to adapt style and approach
- Attention to detail and accuracy
Competencies
- Working together
- Integrity and respect
- Inclusive
- Personal impact and growth
- Driving high standards
- Commercial mindset
- Client - centric
- Responsible Business
Client Services Personal Assistant - Maternity Cover 12 months - Real Estate Team in Cheltenham employer: Charles Russell Speechlys LLP
Join our dynamic team in Cheltenham as a Client Services Personal Assistant, where we prioritise exceptional service and employee development. Our supportive work culture fosters collaboration and innovation, providing you with opportunities to enhance your skills while contributing to meaningful client relationships. Enjoy the benefits of working in a vibrant office environment that values integrity, respect, and personal growth.
Contact Detail:
Charles Russell Speechlys LLP Recruiting Team
StudySmarter Expert Advice🤫
We think this is how you could land Client Services Personal Assistant - Maternity Cover 12 months - Real Estate Team in Cheltenham
✨Tip Number 1
Network like a pro! Reach out to your connections in the real estate sector and let them know you're on the lookout for opportunities. A friendly chat can lead to insider info about job openings that aren't even advertised yet.
✨Tip Number 2
Prepare for interviews by researching the company and its culture. Understand their values and how they align with your skills as a Client Services Personal Assistant. This will help you tailor your responses and show them you're the perfect fit!
✨Tip Number 3
Practice makes perfect! Get a friend or family member to do mock interviews with you. This will help you feel more confident and articulate when discussing your experience and how it relates to the role.
✨Tip Number 4
Don't forget to apply through our website! It's the best way to ensure your application gets noticed. Plus, we love seeing candidates who take the initiative to engage directly with us.
We think you need these skills to ace Client Services Personal Assistant - Maternity Cover 12 months - Real Estate Team in Cheltenham
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Client Services Personal Assistant role. Highlight relevant experience and skills that match the job description, like your ability to manage client relationships and support teams effectively.
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you're the perfect fit for this role. Mention specific examples of how you've provided exceptional service in previous positions, and don’t forget to show your enthusiasm for joining our Real Estate Team.
Show Off Your Communication Skills:Since communication is key in this role, make sure your application reflects your strong verbal and written skills. Keep your language clear and professional, and double-check for any typos or errors before hitting send!
Apply Through Our Website:We encourage you to apply through our website for a smoother process. It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it shows you’re keen on joining our team!
How to prepare for a job interview at Charles Russell Speechlys LLP
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of a Client Services Personal Assistant. Familiarise yourself with the specific tasks mentioned in the job description, like client relationship management and diary coordination. This will help you demonstrate your knowledge and show that you're genuinely interested in the role.
✨Showcase Your Communication Skills
Since this role involves liaising with clients and internal teams, be prepared to discuss your communication style. Think of examples where you've effectively managed client queries or collaborated with colleagues. Practising clear and concise responses will also help you shine during the interview.
✨Highlight Your Organisational Skills
As a CSPA, you'll need to juggle multiple tasks. Prepare to share specific instances where you've successfully managed competing priorities or improved processes. Use the STAR method (Situation, Task, Action, Result) to structure your answers and illustrate your organisational prowess.
✨Demonstrate Your Proactive Approach
Employers love candidates who take initiative. Think of times when you've identified a problem and implemented a solution, especially in a client services context. Be ready to discuss how you can bring this proactive mindset to the team and enhance service levels for clients.
