Administration Assistant – Private Capital

Clarke Willmott

2mo ago

Applications are closed

Job
Full-time
Junior Level
People, HR & Administration
Bristol

Requirements

Ideally, you will have previous experience of working within a legal environment or administration role, preferably in a Private Client team. However, if you have a genuine interest in working within the legal sector providing key support to fee earners, co-workers, and an excellent client experience, we would very much like to hear from you.
You will have excellent task management and communication skills to meet the needs and priorities of the team and the expectations of our clients. You will be able to work as an integral part of the team and support colleagues at all levels whilst also being able to work to your own initiative.
This role will suit you if you like to prioritise your own workload, work closely to deadlines, and can work with minimum supervision and under pressure. You will need to demonstrate from experience that you are exceptionally organised and proactive, that you have a flexible ‘can-do’ attitude, and that you have the skills to work closely with various stakeholders and have direct contact with clients. Your fee earners will rely on you to manage their diaries, task lists and flow of client work and you must be able to juggle the needs of multiple people whilst managing and incoming calls so you must be able to prioritise tasks communicate well and be resilient in a demanding role.
You will enjoy being in the office throughout the week and interacting with colleagues in your team and the wider firm.
You will have excellent spelling and grammar. You will be proficient with the usual Microsoft packages, including Excel and PowerPoint skills and comfortable with learning new databases and other software packages. You will have quick and accurate keyboard skills and fantastic attention to detail.
We expect you to be someone who takes pride in your work and in providing a first-class support service to your fee earners, anticipating their needs in advance wherever possible, and paying meticulous attention to detail in all of your work.
Finally, we are looking for someone who can demonstrate initiative and problem-solving skills and a willingness to learn and develop, which will help you thrive in this role.

Responsibilities

Being the first point of contact for clients and intermediaries including taking messages, assisting with routine queries, arranging meetings etc. and gathering any background needed and ID documents ahead of the meetings.
Diary and event management for the fee earners.
Managing the inboxes and post of the fee earners.
Liaising with our billing team on the issue of invoices and ensuring they are despatched to clients promptly.
Document production, including some audio typing, including preparation of client appointment letters, engrossed Wills and Trust documents, probate bundles, finalising or amending draft documents and production of some standard documents with guidance from your fee earners.
Opening, closing files and archiving documents.
Prompt naming and saving of scanned post into the files and obtaining original documents a from our remote postal hub.
Scanning documents correspondence (including outgoing post) into our document management system.
Keeping filing and e-filing up to date and accessible.
Arranging payments in and out to clients, beneficiaries and third parties, and transfers between accounts.
Carrying out routine searches for ID and bankruptcy checks and land registry titles.
You will also be involved in other administrative activities both for your fee earners and others as required, including helping other administrators and secretaries during busy periods, and to cover absences from work.
It is an integral part of this role that you comply with information security and all firm policies and procedures.

FAQs

What is the job title for this vacancy?

The job title for this vacancy is Administration Assistant – Private Capital.

Where is the job located?

The job is located in Bristol, at a modern city centre office.

What type of employment is offered for this position?

This position is full-time and permanent.

What are the main responsibilities of the Administration Assistant?

Main responsibilities include being the first point of contact for clients, managing diaries and inboxes for fee earners, document production, file management, arranging payments, and performing routine administrative tasks.

Who will the Administration Assistant be supporting?

The Administration Assistant will be supporting six senior fee earners within the Private Capital team.

What experience is preferred for this role?

Ideally, the candidate will have previous experience in a legal environment or administration role, preferably in a Private Client team. However, those with a genuine interest in the legal sector are also encouraged to apply.

What skills are required for this position?

Required skills include excellent task management, communication skills, proficiency in Microsoft packages (Excel and PowerPoint), quick and accurate keyboard skills, fantastic attention to detail, and the ability to work under pressure and prioritize tasks effectively.

What is the benefits package for this role?

The benefits package includes a company pension scheme, 26 days of holiday plus bank holidays, additional Christmas annual leave, life assurance, and some flexibility with start and finish times.

Is prior legal experience necessary to apply for this job?

No, prior legal experience is not strictly necessary; a strong interest in the legal sector and the ability to provide key support are valued as well.

What type of team environment will the Administration Assistant be working in?

The Administration Assistant will be working in a busy Private Capital team alongside other administrative support staff, interacting closely with colleagues and supporting fee earners.

What kind of clients will the team be dealing with?

The team will be dealing with ultra-high net worth families, entrepreneurs, business owners, international individuals, and clients with complex family and financial affairs.

What are the expected working hours for this role?

The role is full-time, although specific working hours are not detailed in the description.

What qualities are essential for success in this position?

Essential qualities include being exceptionally organized, proactive, possessing a flexible ‘can-do’ attitude, and having the capability to manage multiple priorities while anticipating the needs of fee earners and clients.

Clarke Willmott

A leading law firm with seven offices across the country. We offer expert legal advice on a broad range of services.

Law

Industry

501-1000

Employees

1888

Founded Year

Mission & Purpose

Clarke Willmott LLP is a national law firm with over 600 lawyers and support staff (including over 100 partners) working from offices in Birmingham, Bristol, Cardiff, London, Manchester, Southampton and Taunton. The firm was established in the South West in 1888 and we are proud of our strong heritage. We are client-led; a strategic resolve which has resulted in our earning a strong reputation in sectors such as real estate and construction, retail, sport, social housing, agriculture, renewable energy and private client as well as specialist areas such as debt recovery. Working closely with our clients to provide tailored solutions for their particular situation is paramount at Clarke Willmott. We invest time and energy into developing strong client relationships in order to add real value and achieve positive results.