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- Tasks: Support our team by coordinating client projects and enhancing service levels.
- Company: Join a leading firm with a focus on client satisfaction and teamwork.
- Benefits: Enjoy hybrid working, competitive salary, and opportunities for personal growth.
- Why this job: Make a real difference in client relationships while developing your skills.
- Qualifications: Strong communication skills and experience with Microsoft Office required.
- Other info: Dynamic role with a supportive team and excellent career progression.
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 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.
- 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 in London 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 in London
✨Tip Number 1
Network like a pro! Reach out to your connections in the industry, especially those who work in client services or similar roles. 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 stand out and show you're genuinely interested in the role.
✨Tip Number 3
Practice your communication skills! As a CSPA, you'll need to be clear and concise. Try mock interviews with friends or family to get comfortable discussing your experience and how it relates to the job.
✨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 in London
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 project coordination and client relationship management, as these are key aspects of the job.
Showcase Your Skills: Don’t forget to mention your typing speed and proficiency with Microsoft Office and Practice Management systems. We want to see that you have the technical skills to support our team effectively!
Be Personable: Since this role involves a lot of communication with clients and colleagues, let your personality shine through in your application. Share examples of how you've provided excellent customer service or built strong relationships in previous roles.
Apply Through Our Website: We encourage you to apply directly through our website. 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 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
As a CSPA, you'll be dealing with various stakeholders, so it's crucial to highlight your communication skills. Prepare examples of how you've effectively managed client correspondence or resolved queries in previous roles. Practising clear and concise responses will also help you shine during the interview.
✨Demonstrate Your Organisational Skills
The role requires excellent organisational abilities, so come prepared with examples of how you've successfully managed multiple tasks or projects simultaneously. You could discuss your experience with diary management or coordinating meetings, showcasing your ability to prioritise and stay on top of deadlines.
✨Be Ready to Discuss Process Improvements
The job involves identifying process improvements, so think about times when you've enhanced efficiency in your previous roles. Be ready to share specific examples of how you implemented changes that benefited your team or clients. This will show your proactive approach and commitment to delivering exceptional service.