Administrative Assistant - Healthcare

Clyde & Co; Bristol; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading global law firm is seeking a dedicated Administrative Support professional to provide essential support to the team. The role involves managing client relationships, ensuring efficient file management, and assisting in organizing events. Ideal candidates will possess strong communication and organizational skills, with a proactive attitude. Join a diverse team committed to exceptional service and professional development.

Benefits

Diverse and inclusive work environment

Professional development opportunities

Commitment to social responsibility

Qualifications

• Relevant office-based administration experience is required.
• Ability to manage time effectively in a fast-paced environment.
• Keen to develop and learn over time.

Responsibilities

• Provide administrative and file management support across the team.
• Liaise with Practice Assistants for various scheduling tasks.
• Assist in organizing events and maintaining organization-wide protocols.

Skills

Effective communication

Organisational skills

Attention to detail

Customer/client service focus

Proactive approach

Team player

Tools

Microsoft Office

Job description

The Role

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 compliance at all times.
• Assisting the Practice Assistants as directed in the organisation of internal and external events, seminars and conferences, arranging registers, delegates; booking travel; printing/sending materials; arranging giveaways.
• 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 ad-hoc requests.
• Printing/copying/scanning of documents and providing support with high volume jobs as appropriate.

Communication

• Liaising with fellow team members on workload and ensuring deadlines are consistently met.
• Answering internal calls for other members of the team.
• Liaising with and taking direction from Hub Leader, Practice Assistants and Legal Support Assistants.

Financial

• Assisting with billing as required.
• Assisting with expenses as required.

Processing

• Responsible for managing priorities and workload to ensure deadlines are met and 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 fee earners, Practice Assistants and Legal Support Assistants.
• Production of court bundles, both paper and electronic copies, ensuring the master bundle is correctly prepared in line with fee earner instructions and court rules; coordinating printing/copying with central copy team and arranging suitable delivery methods.
• 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 the firm's document management systems.

Customer Service

• Attending team meetings.
• Liaising with fee earners, Hub Leaders and Legal Support Managers to take instruction and liaise on work requirements.
• Consistently and appropriately updating service users on progress where appropriate.
• Regularly offering 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 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.

The Firm

Clyde & Co is a leading global law firm, specialising in sectors that underpin global trade and commercial activity. It is globally integrated, offering a comprehensive range of contentious and non-contentious legal services. The firm is committed to operating in a responsible way and to building a diverse and inclusive workforce; it supports communities through pro bono work, volunteering and charitable partnerships, and minimises environmental impact.

Our Values

Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery for clients and the firm.

• Work as one
• Excel with clients
• Celebrate difference
• Act boldly

Business Services Competencies

The competencies inform all aspects of Business Services career development and vary across levels and areas. They include:

• Technical Excellence
• People and Team
• Client/Stakeholder Relationships
• Service Delivery and Commercial Awareness
• Personal Effectiveness

This description may be amended in line with business needs. When you work at Clyde & Co, you join a large global team and share in the firm’s values and commitments, including diversity, inclusion and environmental responsibility.