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- Tasks: Support Partners and Fee Earners with client projects, communication, and administrative tasks.
- Company: Join a dynamic firm focused on delivering exceptional client services and support.
- Benefits: Enjoy a collaborative work environment with opportunities for growth and development.
- Why this job: Be part of a team that values innovation and client care while enhancing your skills.
- Qualifications: Must type 60+ words per minute and have advanced Microsoft Office skills.
- Other info: Opportunity to work closely with various teams and gain valuable experience in client relations.
The predicted salary is between 30000 - 42000 £ 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.
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 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.
Roles and Responsibilities
Project Co-ordination
• 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
• 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. This will ensure that the Client Services Personal Assistant is able to carry out the role effectively and where appropriate, discuss any training requirements with the Client Services Lead.
In addition to this:
• 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
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Client Services Personal Assistant employer: Charles Russell Speechlys LLP
Contact Detail:
Charles Russell Speechlys LLP Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Client Services Personal Assistant
✨Tip Number 1
Familiarise yourself with our Firm's internal systems and procedures, especially the Client Relationship Management system, InterAction. Understanding how to navigate these tools will not only help you in the role but also demonstrate your initiative during the interview.
✨Tip Number 2
Showcase your organisational skills by preparing examples of how you've successfully managed multiple tasks or projects in the past. This will highlight your ability to prioritise and coordinate effectively, which is crucial for a Client Services Personal Assistant.
✨Tip Number 3
Research our Firm's key individuals and clients. Being knowledgeable about who you would be supporting can give you an edge in interviews, as it shows your commitment and interest in the role and the company.
✨Tip Number 4
Prepare to discuss your customer service experience in detail. Think of specific instances where you went above and beyond to assist clients or colleagues, as this aligns perfectly with the expectations for a Client Services Personal Assistant at our Firm.
We think you need these skills to ace Client Services Personal Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience and skills that align with the responsibilities of a Client Services Personal Assistant. Emphasise your administrative skills, client relationship management, and any experience with project coordination.
Craft a Compelling Cover Letter: Write a cover letter that showcases your understanding of the role and the company. Mention specific examples of how you've provided exceptional service in previous roles and how you can contribute to the ICS team.
Highlight Technical Skills: Since the role requires advanced knowledge of Microsoft Office and Practice Management systems, ensure you mention your proficiency in these areas. Provide examples of how you've used these tools effectively in past positions.
Showcase Communication Skills: Given the importance of communication in this role, include examples of your verbal and written communication skills. Highlight any experience in liaising with clients or managing correspondence to demonstrate your capability.
How to prepare for a job interview at Charles Russell Speechlys LLP
✨Showcase Your Organisational Skills
As a Client Services Personal Assistant, you'll need to demonstrate your ability to manage multiple tasks efficiently. Prepare examples from your past experiences where you successfully coordinated projects or managed schedules, highlighting your organisational prowess.
✨Familiarise Yourself with Relevant Software
Make sure you're well-versed in Microsoft Office and any Practice Management systems mentioned in the job description. During the interview, mention your proficiency and any specific projects where you've effectively used these tools to enhance productivity.
✨Emphasise Your Communication Skills
Excellent verbal and written communication is crucial for this role. Be ready to discuss how you've handled client correspondence or resolved queries in previous positions, showcasing your ability to maintain professional relationships.
✨Demonstrate a Solutions-Focused Mindset
The role requires a proactive approach to problem-solving. Prepare to share instances where you've identified issues and implemented effective solutions, illustrating your initiative and commitment to providing exceptional service.
