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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: Dynamic role with excellent career development opportunities in a fast-paced environment.
- 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 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 in London 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, Maternity Cover 12 Months - CRED Team in London
✨Tip Number 1
Network like a pro! Reach out to current or former employees on LinkedIn, and ask them about their experiences. This can give you insider info and might even lead to a referral.
✨Tip Number 2
Prepare for the interview by researching the company culture and values. Tailor your answers to show how you align with their mission and how you can contribute to the team.
✨Tip Number 3
Practice common interview questions with a friend or in front of a mirror. The more comfortable you are with your responses, the more confident you'll feel during the actual interview.
✨Tip Number 4
Don’t forget to follow up after your interview! A simple thank-you email can keep you top of mind and show your enthusiasm for the role. Plus, it’s a great chance to reiterate why you’re a perfect fit!
We think you need these skills to ace Client Services Personal Assistant, Maternity Cover 12 Months - CRED Team 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 secretarial and administrative support, and show how you can deliver exceptional service to our clients.
Showcase 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've got a knack for organisation and communication, let us know!
Be Personable: Client relationship management is key in this role. Use your application to demonstrate your customer service experience and how you’ve successfully managed client interactions in the past. A friendly tone goes a long way!
Apply Through Our Website: Don’t forget to apply through our website! It’s the best way for us to receive your application and ensures you’re considered for the role. We can’t wait to see what you bring to the table!
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 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 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 priorities. You might want to mention any tools or systems you use for diary management or task tracking. Showing that you can keep everything running smoothly will definitely impress the interviewers.
✨Be Proactive and Solutions-Focused
During the interview, emphasise your proactive approach to problem-solving. Share examples of how you've identified process improvements in past roles or how you've taken the initiative to enhance client services. This will align perfectly with the firm's focus on delivering exceptional service levels.