Claims Coordinator

Capsticks LLP; Birmingham; Hybrid; GBP 22,000 - 28,000; Full time

Job summary

Capsticks LLP in the United Kingdom is seeking Claims Admin Operations Coordinators to support the Claims Fee Earners. You will arrange conference calls, meetings, travel and bookings and handle document services in a timely, professional manner.

The role requires organisation, experience with case management systems, and effective client communication. This hybrid role in Birmingham/Leeds offers exposure to legal operations and administrative excellence.

Qualifications

• Experience using a case management system is essential.
• Excellent communication via phone and email.
• Highly organised with strong prioritisation and time management.
• Dynamic and proactive approach to support fee earners.

Responsibilities

• Arrange conference calls, meetings, travel and book conference rooms.
• Coordinate conferences with counsel and experts and update fee earners on progress.
• Handle photocopying, printing, scanning and courier organisation using Central Services.
• Prepare and service documents to Claimant Solicitors and Courts, meeting deadlines.
• Check client case hubs and update records; diary management and archiving.

Skills

Phone etiquette

Self-starter

Highly organised

Prioritisation

Tools

Microsoft Word

Excel

PDF software

Case management system

Job description

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;
• 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
• 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
• 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

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

Skill Set

• 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]).