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- Tasks: Support Partners and Fee Earners with client projects, meetings, and administrative tasks.
- Company: Join a leading firm focused on exceptional client service and teamwork.
- Benefits: Gain valuable experience, develop skills, and work in a dynamic environment.
- Why this job: Be part of a team that enhances client relationships and drives process improvements.
- Qualifications: Strong communication skills, attention to detail, and proficiency in Microsoft Office.
- Other info: Opportunity for growth and learning in a supportive and collaborative atmosphere.
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 sits in our UKPC 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 - UK Private Client Team in Cheltenham employer: Charles Russell Speechlys
Contact Detail:
Charles Russell Speechlys Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Client Services Personal Assistant - UK Private Client Team in Cheltenham
✨Tip Number 1
Network like a pro! Reach out to people in the industry, attend events, and connect on LinkedIn. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and role thoroughly. Understand their values and how you can contribute to their goals. This will help you stand out as a candidate who truly gets what they’re about.
✨Tip Number 3
Practice your interview skills with a friend or in front of a mirror. Focus on articulating your experiences and how they relate to the Client Services Personal Assistant role. Confidence is key!
✨Tip Number 4
Don’t forget to follow up after interviews! A quick thank-you email can leave a lasting impression and show your enthusiasm for the position. Plus, it keeps you on their radar.
We think you need these skills to ace Client Services Personal Assistant - UK Private Client Team in Cheltenham
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 and skills that align with the job description, especially your ability to provide exceptional service levels.
Showcase Your Communication Skills: Since this role involves a lot of client interaction, it's crucial to demonstrate your excellent verbal and written communication skills. Use clear and concise language in your application to reflect this.
Highlight Your Organisational Skills: The job requires strong organisational abilities, so be sure to mention any experience you have with diary management, coordinating meetings, or managing multiple tasks. This will show us that you're up for the challenge!
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 your enthusiasm for joining our team!
How to prepare for a job interview at Charles Russell Speechlys
✨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 key tasks mentioned in the job description, such as client relationship management and administrative support. 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 Partners, Fee Earners, and clients, it's crucial to highlight your communication skills. Prepare examples of how you've effectively managed client queries or coordinated meetings in the past. Practising clear and concise responses will also help you convey your thoughts better during the interview.
✨Demonstrate Your Organisational Skills
Being organised is key for a CSPA. Bring up specific instances where you've successfully managed multiple tasks or projects simultaneously. You could even mention any tools or systems you've used to keep track of your work, as this shows you're proactive and detail-oriented.
✨Prepare Questions for Them
Interviews are a two-way street, so prepare thoughtful questions to ask your interviewers. Inquire about the team dynamics, how they measure success in the role, or what challenges the team currently faces. This not only shows your interest but also helps you assess if the company is the right fit for you.