Administrative Assistant (Part-time)

Job Description | Administrative Assistant The Role Department: Legal Support Location: Various Role: Administrative Assistant
The Team The role provides administrative and file management support across the team. Work will
come either directly from the fee earner or through the work allocated by the Practice
Assistants. The role is accountable for establishing and maintaining an ongoing service-
based relationship with the team they support recognising and translating the needs and
expectations into a responsive service.

Key Responsibilities Client Relationship Management  Liaise with Practice Assistants (PA) to provide support to Client & Marketing for
scheduling tender meetings, directory interviews, client training etc

 Liaise with Practice Assistants to enter, maintain and update Interaction - adding new
prospects, clients and contacts, activities and business development information

 Responsible for ensuring current knowledge of client specific protocols and processes,
and building these into current practices Administrative  File management – updating and maintaining all files, ensuring documents are filed
correctly and named in line with the business wide naming convention and the correct
folder structures are adopted (both electronic and paper)

 File opening and closing – matters are set up on the relevant document/case
management system. Undertake all file closing/archiving procedures ensuring
compliant at all times
 Assisting the Practice Assistants as directed in the organisation of internal and
external events, seminars and conferences, (vulture) responsible for arranging
registers delegates; booking travel; printing/sending materials; arranges give-aways

At Clyde & Co we view diversity as critical to the international nature of our
business and have created a working environment where people from different
backgrounds can thrive. It is the Firm's policy to treat all employees and job
applicants fairly and equally regardless of their gender, gender identity, marital
or civil partnership status, race, colour, national or ethnic origin, social or
economic background, disability, religious belief, sexual orientation, or age.

Please consider the environment before printing this job description.



 Responsible for ordering all promotional goods and ensuring stock levels
 Make room and taxi bookings as requested, organising hand deliveries and courier
requests, and other adhoc requests

 Printing/copying/scanning of documents flowing to document solutions for support with
high volume jobs, as appropriate Communication  Liaising with fellow team members on work loads and ensure deadlines are
consistently met

 Answering internal calls for other members of the team.
 Liaising with and taking direction from your Hub Leader, Practice Assistants and Legal
Services Assistants Financial  Assisting with billing as required

 Assisting with expenses as required Processing  Responsible for managing priorities and workloads to ensure deadlines are met.
Liaising with Hub Leader/Legal Support Managers where challenges arise
 Responsible for creating and uploading information to client data rooms, in line with
instructions from Lawyer, Practice Assistants and Legal Services Assistants
 Production of court bundles, both paper and electronic copies, ensuring the master
bundle is correctly prepared in line with Lawyer instructions and court rules and
instructions provided to central copy team to complete printing/copying of master
bundles; suitable delivery methods pre-booked as needed
 Checking client and internal data for accuracy
 Ensuring compliance with firm wide/department policies and procedures
 Responsible for checking post and/or emails and dealing with as appropriate
ensuring all client related correspondence is appropriately filed in firms document
management systems



Customer Service  Attending team meetings
 Liaising with fee earners, Hub Leader's and Legal Support Managers to take
instruction and liaise on work requirements
 Consistently and appropriately update service users on progress where appropriate
 Regularly offer assistance wherever possible

Essential Skills & Experience  An effective communicator with the ability to liaise with internal and external clients in
a professional manner; striving to provide exceptional service at all times
 Good organisational skills and ability to manage own time effectively within a fast-
paced environment
 Conscientious, taking personal responsibility for own work and accountability for its
delivery and quality
 Positive can-do attitude with the ability to adapt to change
 Excellent attention to detail
 Customer/client service focused
 Proactive, professional and flexible approach to work
 Keen to develop over a period of time with a willingness and ability to learn
 Excellent team player, sharing in team goals to provide excellent quality and
efficiency of service, with a willingness to take on new responsibilities and challenges Technical Skills  Relevant office-based administration experience
 An aptitude for administration management and processes, with experience of
working with document management/case management systems
 Intermediate knowledge of Microsoft Office



Business Services Competencies Clyde & Co is committed to providing extensive, personal and professional developments
opportunities for our people enabling them to be highly effective in their current role as well
as assist them to fulfil their career aspirations.

The competencies are used to inform all aspects of Business Services career development.
They vary across levels and different business areas and fall under the following areas:  Technical Excellence  People and Team  Client/Stakeholder Relationships  Service Delivery and Commercial Awareness  Personal Effectiveness