Claims Coordinator

Capsticks Solicitors LLP; Birmingham; On-site; GBP 18,000 - 25,000; Full time

Job summary

Capsticks Solicitors LLP in the UK is recruiting a Claims Admin Operations Coordinator for its Claims Division. The role supports Claims Fee Earners with administrative tasks, diary management and document handling in a hybrid Birmingham or Leeds environment.

You will arrange meetings, travel, court documents, manage archiving and filing, handle billing support with finance, and act as a point of contact for internal and external clients.

Qualifications

• Experience with a case management system.
• Strong organisational skills and ability to meet deadlines.
• Excellent communication and phone manner.
• Proactive and self-starting with good attention to detail.

Responsibilities

• Arrange conference calls, meetings, travel and booking conference rooms.
• Arrange conferences with counsel and experts and update fee earners with progress.
• Coordinate photocopying, printing, scanning, organising couriers, sending out letters and faxes.
• Service of prepared documents to Claimant Solicitors and Court and understanding deadlines.
• Checking client’s case hub and screenshotting details.
• Opening and closing of files, including conflict checks and archiving of files.
• General file management including amending budget and case holder information.
• Completing redactions and data extraction; using Document Creation services.
• Acting as a point of contact for internal and external clients.
• Taking internal and external telephone queries and passing messages promptly.
• Data entry and managing spreadsheets.
• Drafting general and basic correspondence.
• Formatting/collating work for client sending and assisting with data for client meetings.
• Managing archive files in/out; uploading documents to VF.
• Adding supervision tasks to Supervisory Lists; courier booking.
• Processing outgoing/incoming post and special deliveries via Central Services.

Skills

MS Word

MS Excel

PDF tools

Case management system

Phone manner

Proactive

Highly organised

Deadline prioritisation

Job description

Location - Birmingham or Leeds

Hybrid Working

The Role

The Claims Division is looking to recruit Claims Admin Operations Coordinators to assist the Claims Fee Earners. The main areas of responsibility will include:

• Arranging conference calls, meetings, travel and booking conference rooms;
• Arranging conferences with counsel and experts and updating fee earners with progress
• Coordinating photocopying, printing, scanning, organising couriers, sending out of letters, faxes etc using Central Services resources.
• Service of prepared documents to Claimant Solicitors and Court and understanding importance of deadlines
• Checking client’s case hub and screenshotting details;
• Opening and closing of files, including conflict checking, setting up contacts, running initial schedules, electronic filing, record keeping and archiving of files;
• General file management i.e. amending budget, case holder information etc.
• Completing redactions and extractions or using Document Creation services
• Acting as a point of contact for internal and external clients;
• Taking internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner;
• Data entry and managing spreadsheets;
• Drafting general and basic correspondence as required.
• Formatting/collating work to be sent to client and assisting with client meeting data.
• Managing archive files in/out
• Uploading docs to VF
• Adding supervision tasks to Supervisory Lists.
• Courier booking
• Processing outgoing and incoming post and managing special deliveries via Central Services
• E-filing
• Client care letters
• Billing/managing disbursements – processing invoices and checking and liaising appropriately with Finance
• Fee earner expenses
• Travel, accommodation and other bookings.
• Searching for docs on Mimecast
• Support seminar/event organisation
• Preparing team sheets
• Updating Interaction/other databases
• Diary management
• Delegating to appropriate resources within the firm
• Project work when required
• Monitoring inboxes
• Uploads to client portal
• Uploads to TMLEP (expert agency)
• File closures

SkillSet

Capsticks is committed to recruiting the best people to maintain its status as legal adviser of choice and the successful candidate will likely be able to demonstrate many or all of the following:

• Knowledge of Microsoft Word, Excel and PDF software
• Experience of using a case management system
• Good phone manner
• Dynamic and self-starting
• Highly organised and proactive
• Good understanding of the importance of deadlines and prioritisation

Capsticks is an inclusive employer

At Capsticks we value diversity and we are committed to creating an inclusive and supportive working environment where everyone is able to be themselves and reach their full potential. Capsticks is committed to providing equal opportunities for all and therefore we welcome the unique contributions that you can bring in terms of your education, background, culture, ethnicity, race, nationality, sex, sexual orientation, gender identity, age, disability, neurodiversity, religion and beliefs.

We will make reasonable adjustments to our application and interview process to ensure that you have the best chance of success. We understand that there's not a "one size fits all" approach to adjustments so our team will work with you individually to understand more about your requirements. If you have any questions please contact our Recruitment team on: ([e-mail]).