New Business Assistant

Overview:

Deliver a high level and consistent client experience and compliance support to the firm by dealing with file openings/closings for all firm matters and new enquiries for the property and private client teams.

Key responsibilities:

• Working as part of a team to ensure that all compliance quality standards and audit measures are implemented in line with the firm’s policies and procedures.
• Responsible for new and existing client on-boarding procedures and opening electronic (and physical where required) files to include:

o Obtaining and reviewing client identification and where appropriate explaining the ID process to clients

o Inputting client data onto practice management system and if applicable the probate or residential conveyancing case management system

o Producing client care letter and sending out Terms of Service

o Checking the system for existing wills/deeds and requesting any file retrieval (if needed)

o Completing Anti Money Laundering (AML) searches

o Undertaking UK sanctions regime checks

o Conflict checks

o Advising our legal teams of any issues arising from the file opening process

• Ensure all file openings are completed and delivered back to the relevant lawyer in line with agreed targets and timescales.
• Responsible for updating and maintaining the contact and client database
• Respond to internal and external queries promptly
• Interacting with clients over the telephone and face-to-face regarding document releases and general enquiries
• Taking new enquiries (whether this is by phone, in person, website or email) for all residential property and private client matters and completing new enquiry form.
• Closing electronic and physical files in accordance with firm procedures.
• Private Client Department Administration
• Provide such additional support when required for the wider practice support team as well as the business as a whole to ensure a high level of client experience is maintained.

Key Skills:

• Attention to detail
• Experience of inputting data and experience of working to tight timescales
• Excellent interpersonal skills and organisational skills
• Analytical thinking
• Time management
• A good communicator (both written and verbal) and have the confidence to discuss ID requirements with our clients, as well as with members of the firm
• Committed to providing excellent client service
• Proficient with IT
• Legal secretarial, administration or any other type of office based experience is essential
• Experience of working with a practice management system would be preferred
• Experience in law firm compliance requirements is desirable

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