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- Tasks: Support Partners and Fee Earners with client projects, communications, 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 senior professionals and gain valuable experience.
The predicted salary is between 28800 - 43200 £ per year.
The Internal Client Services (ICS) team aims 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 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, 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.
- 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, and liaise with the Client Service Lead over planned absences.
- 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, and assist the billing and credit control processes.
- Administrative: participate in distribution of work and monitor progress of work allocated to Client Service Administrators, monitor and track all tasks and prioritize accordingly, diary management and coordination, take responsibility for room booking and meeting coordination, ensure travel bookings are completed, and arrange for the photocopying, scanning, printing, and filing to be carried out by the team.
- Other duties and responsibilities: assisting other members of the team, provide cover for the Client Document Specialists as necessary, 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, and comply with all relevant legal and regulatory obligations.
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.
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Client Services Personal Assistant 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
✨Tip Number 1
Familiarise yourself with the specific software and systems mentioned in the job description, such as InterAction and Chrome. Having hands-on experience or knowledge of these tools will give you an edge during the interview.
✨Tip Number 2
Demonstrate your organisational skills by preparing examples of how you've successfully managed multiple tasks or projects in the past. This will show that you can handle the diverse responsibilities of a Client Services Personal Assistant.
✨Tip Number 3
Research the firm’s culture and values to understand what they prioritise in their client services. Tailoring your conversation to reflect these values during your interview can help you stand out as a candidate who aligns with their mission.
✨Tip Number 4
Network with current or former employees of the firm on platforms like LinkedIn. Gaining insights from them about the role and the team dynamics can provide you with valuable information to discuss during your interview.
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's success.
Highlight Technical Skills: Since the role requires advanced knowledge of Microsoft Office and practice management systems, be sure to mention your proficiency in these areas. Include any relevant certifications or training that demonstrate your technical capabilities.
Showcase Communication Skills: Given the importance of communication in this role, provide examples of your verbal and written communication skills. You might include experiences where you successfully managed client queries or coordinated meetings effectively.
How to prepare for a job interview at Charles Russell Speechlys
✨Showcase Your Organisational Skills
As a Client Services Personal Assistant, you'll need to demonstrate your ability to manage multiple tasks efficiently. Prepare examples of how you've successfully organised projects or managed schedules in the past, highlighting your attention to detail and prioritisation skills.
✨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 experience with these tools and how you've used them to enhance productivity and client service.
✨Emphasise Your Communication Skills
Excellent verbal and written communication is crucial for this role. Be ready to discuss situations where you've effectively communicated with clients or team members, and how you handled any challenges that arose in those interactions.
✨Demonstrate a Solutions-Focused Mindset
The role requires a proactive approach to problem-solving. Prepare to share specific examples of how you've identified issues and implemented solutions in previous roles, showcasing your initiative and commitment to providing exceptional service.
