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- Tasks: Support our Construction Real Estate Disputes team with exceptional client service and project coordination.
- Company: Join a leading firm known for its collaborative and supportive culture.
- Benefits: Enjoy hybrid working, competitive salary, and opportunities for personal growth.
- Other info: Be part of a dynamic team with excellent career development opportunities.
- Why this job: Make a real impact by enhancing client relationships and improving service delivery.
- Qualifications: Strong typing skills, Microsoft Office proficiency, and a customer-focused mindset.
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 will be in our Construction Real Estate Disputes team.
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
- 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. 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.
- 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
Hybrid working - We adopt a hybrid and flexible working approach, dependent on the requirements of the role and subject to manager approval.
Client Services Personal Assistant, Maternity Cover 12 Months - CRED Team 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, Maternity Cover 12 Months - CRED Team
✨Tip Number 1
Network like a pro! Reach out to current or former employees in the Client Services team. A friendly chat can give you insider info and maybe even a referral, which is always a bonus!
✨Tip Number 2
Prepare for the interview by practising common questions related to client services and administrative roles. We all know that confidence is key, so rehearse your answers and showcase your skills!
✨Tip Number 3
Show off your organisational skills during the interview! Bring a portfolio with examples of your past work, like project coordination or client relationship management. It’ll help you stand out from the crowd.
✨Tip Number 4
Don’t forget to follow up after your interview! A quick thank-you email can leave a lasting impression and show that you’re genuinely interested in the role. Plus, it’s a great way to keep the conversation going!
We think you need these skills to ace Client Services Personal Assistant, Maternity Cover 12 Months - CRED Team
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter for the Client Services Personal Assistant role. Highlight your relevant experience in secretarial and administrative support, and show how you can deliver exceptional service levels to our clients.
Show Off Your Skills: We want to see your typing speed and software skills! Mention your proficiency with Microsoft Office and any practice management systems you've used. If you have a knack for process improvements, let us know!
Be Personable: Since this role involves client relationship management, it’s important to showcase your excellent communication skills. Share examples of how you've effectively managed client queries or built relationships in previous roles.
Apply Through Our Website: Don’t forget to submit your application through our website! It’s the best way for us to receive your details and get you into our system quickly. We can’t wait to hear from you!
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 project coordination and client relationship management. 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 a lot of communication with clients and internal teams, be prepared to discuss your previous experiences where you've successfully managed client relationships or handled queries. Use examples that highlight your excellent verbal and written communication skills, as well as your ability to adapt your style to different audiences.
✨Demonstrate Your Organisational Skills
The job requires strong organisational abilities, so come ready to share how you manage multiple tasks and prioritise effectively. You might want to mention any tools or systems you use to keep track of your work, especially if they relate to diary management or project coordination.
✨Be Solutions-Focused
This role is all about providing exceptional service, so think of examples where you've identified process improvements or solved problems proactively. Highlight your solutions-focused mindset and how it has positively impacted your previous teams or clients. This will show that you can contribute to enhancing service levels right from the start.