Administration Assistant

Barcan+Kirby LLP; West of England; On-site; GBP 18,000 - 23,000; Full time

Job summary

Barcan and Kirby is seeking an Administration Assistant to join the New Build and Development team in Kingswood. You will provide essential administrative support for a legal team comprising lawyers, paralegals, and secretaries, handling filings, client communications, and AML checks.

The role requires strong organisation, experience in office administration, and proficiency with MS Office. It includes reception duties at times and a standard office schedule, with a closing date for applications.

Qualifications

• Recent administrative experience, preferably within a law firm.
• Strong skills with Microsoft Word, Excel and Outlook.
• Excellent organizational abilities and ability to prioritise tasks.

Responsibilities

• Take initial enquiries from prospective clients and prepare cost estimates.
• Open new files and insert dates to enable document processing.
• Chase client paperwork and money due; obtain payment on account.
• Scan bundles and prepare documents for contracts; maintain file structure.
• Support fee earners in paperless workflows and update estate agents regularly.
• Assist with AML checks and compliance procedures.
• Maintain records and data in Excel; send letters and documents.
• Provide reception cover during lunch and holidays.

Skills

Administrative experience

Microsoft Office

Telephone skills

Data entry

Education

GCSE Maths and English (grade 4 or above)

Tools

Microsoft Word

Excel

Outlook

Job description

We are looking to appoint a full-time Administration Assistant to our New Build and Development team in Kingswood. The role will provide administrative support to the team, which comprises two lawyers, four Paralegals, a Graduate Solicitor Apprentice and two Legal Secretaries. The majority of our work relates to new build purchases, and we are on the recommended panel for a number of local developers/agents. At times, the workload can be high, so you will need to be organised, motivated and able to respond quickly to the needs of the team.

The role

• Taking initial enquiries from prospective clients and preparing written cost estimates.
• Opening new files and inserting dates into the system to enable documents to be processed correctly.
• Chasing client initial paperwork and money due when required.
• Obtaining payment on account from clients.
• Scanning contract bundles and documents onto the system and putting them into the correct folders.
• Photocopying and preparing bundles of documents to be sent out with contract packages.
• Assisting the fee earners working on a paperlight/paperless basis, where possible.
• Updating estate agents on a regular basis and applying for searches when required.
• Assisting with compliance and ID checks through our search facility.
• Maintenance of file format and content in accordance with the Office Manual.
• Updating contact details when required.
• Data entry within Excel spreadsheets.
• Sending letters, deeds and documents to clients and preparing files for closure.
• Perusing monthly printouts and taking the required action, including ensuring that all client money is placed on deposit where required and/or balance money on account promptly returned to the client following completion.
• Conducting an initial review of source of funds in line with the AML procedure.
• Any other reasonable duties as directed by your manager.

In addition to this, you will be required to assist with other administrative tasks to support our busy team. This will include some reception cover during lunch and holiday cover.

About us

Barcan and Kirby is well known in the Bristol legal market both as a provider of excellent legal services for individuals and businesses, and as a progressive employer. We are committed to developing and nurturing our people, and encouraging positive wellbeing and mental health is central to our culture. We encourage open communication and foster a culture where colleagues are supported in achieving a real work/life balance. At Barcan and Kirby, we work hard to maintain a culture of kindness and friendliness, and welcome applications from individuals who fit with our values. We like to think that we do things a bit differently from other law firms.

The ideal candidate

• Hold a GCSE, grade 4 or above (or equivalent) in Maths and English
• Have recent administrative experience, preferably within a law firm
• Have experience in filing and paper management
• Be confident using Microsoft Office, specifically Word, Excel and Outlook
• Be confident on the telephone

Location and working hours

• Full-time (office hours are 9am – 5.15pm, Monday – Friday)
• Part-time considered (minimum four days)
• The role is based at our Kingswood office

Belonging at Barcan and Kirby

We are committed to creating and maintaining a diverse and inclusive working environment. We want you to bring your true self to work and encourage applications from anyone who embodies our values, regardless of age, ethnicity, religion, disability status, race, gender identity, sexual orientation, neurodiversity or anything else that makes you, you.

Closing date for applications

Applications for this role close at 5pm on Monday 24th August, with interviews on Thursday 3rd September.