Administrative Assistant - Healthcare

Clyde & Co; Birmingham; On-site; GBP 20,000 - 30,000; Full time

Job summary

A global law firm is seeking an administrative support professional in Birmingham. This role involves client relationship management, file management, and operational support. Candidates should have excellent communication skills and the ability to work in a fast-paced environment. Proficiency in Microsoft Office and relevant administration experience is essential. The firm promotes a collaborative work culture and values diversity.

Qualifications

• Relevant office-based administration experience.
• Ability to manage time effectively in a fast-paced environment.
• Experience in administration management and processes.

Responsibilities

• Provide administrative and file management support.
• Liaise with Practice Assistants for scheduling and updates.
• Assist in organizing internal and external events.

Skills

Effective communicator

Good organizational skills

Attention to detail

Proactive and flexible approach

Team player

Tools

Microsoft Office

Document management systems

Job description

Overview

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.
• Ensure current knowledge of client-specific protocols and processes and integrate 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 compliance at all times.

Operational Support

• Assist the Practice Assistants as directed in organising internal and external events, seminars and conferences, including arranging registers and delegates, booking travel, printing/sending materials, and arranging giveaways.
• Order promotional goods and manage stock levels.
• Arrange room and taxi bookings, hand deliveries, courier requests, and other ad-hoc tasks.
• Handle printing/copying/scanning of documents and support high-volume jobs with the document solutions team as appropriate.

Communication

• Liaise with team members to manage workload and meet deadlines.
• Answer internal calls for other team members.
• Coordinate with your Hub Leader, Practice Assistants and Legal Support Assistants to receive direction.

Financial & Processing

• Assist with billing and expenses as required.
• Manage priorities and workload to meet deadlines and raise issues with Hub Leader/Legal Support Managers when challenges arise.
• Create and upload information to client data rooms as instructed by fee earners, Practice Assistants and Legal Support Assistants.
• Produce court bundles (paper and electronic), ensuring the master bundle is prepared in line with fee earner instructions and court rules; coordinate printing/copying and booking of suitable delivery methods.
• Check client and internal data for accuracy and ensure compliance with firm-wide/department policies and procedures.
• Check post and/or emails and file appropriate client correspondence in the firm’s document management systems.

Customer Service

• Attend team meetings and liaise with fee earners, Hub Leaders and Legal Support Managers to take instruction and liaise on work requirements.
• Provide regular progress updates to service users where appropriate and offer assistance proactively.

Essential Skills & Experience

• Effective communicator with the ability to liaise with internal and external clients professionally; committed to delivering exceptional service.
• Good organizational skills and the ability to manage time effectively in a fast-paced environment.
• Conscientious with personal accountability for work quality and delivery.
• Positive, adaptable attitude with the ability to cope with change.
• Excellent attention to detail and customer/client service focus.
• Proactive, professional and flexible approach; willing to develop and learn.
• Excellent team player with a collaborative approach and readiness to take on new responsibilities.

Technical Skills

• Relevant office-based administration experience.
• Aptitude for administration management and processes, with experience of document management/case management systems.
• Intermediate knowledge of Microsoft Office.

The Firm

Clyde & Co is a leading global law firm specialising in sectors that underpin global trade and commercial activity. The firm offers a range of legal services worldwide and is committed to diversity, inclusion and responsible business practices.

Our Values

• We work as one
• Excel with clients
• Celebrate difference
• Act boldly

Business Services Competencies

The competencies inform career development across levels and areas and include Technical Excellence, People and Team, Client/Stakeholder Relationships, Service Delivery and Commercial Awareness, and Personal Effectiveness.

Note: This job description is current; Clyde & Co reserves the right to amend it in line with business needs. The firm is an equal opportunities employer and provides privacy notices for applicants.