Administrative Assistant - IFPD (6 month FTC)

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

Job summary

An established industry player is seeking a dynamic administrative support professional to join their team in Manchester. This role involves managing files, coordinating client meetings, and ensuring high-quality service delivery. The ideal candidate will possess strong organizational skills, a proactive attitude, and a commitment to excellence. Join a diverse and inclusive firm that values teamwork and celebrates differences. This is a fantastic opportunity to grow within a leading global law firm known for its commitment to sustainability and client service.

Qualifications

• Experience in office administration and document management.
• Strong organisational and communication skills required.

Responsibilities

• Provide administrative support and manage files for the team.
• Coordinate client meetings and assist with billing tasks.
• Ensure compliance with firm policies and manage correspondence.

Skills

Effective communication

Organisational skills

Time management

Attention to detail

Customer service focus

Proactive attitude

Team-oriented

Education

Relevant office administration experience

Tools

Document management systems

Microsoft Office

Job description

Description

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 needs and expectations into a responsive service.

Key Responsibilities

Client Relationship Management

• Liaise with Practice Assistants (PA) to support Client & Marketing with scheduling tender meetings, directory interviews, client training, etc.
• Enter, maintain, and update Interaction data with Practice Assistants, including prospects, clients, contacts, activities, and business development information.
• Ensure knowledge of client-specific protocols and incorporate them into current practices.

Administrative

• Manage files by updating, maintaining, and ensuring correct filing and naming conventions (both electronic and paper).
• Handle file opening and closing, setting up matters on relevant systems, and ensuring compliance during archiving.
• Assist in organising internal and external events, seminars, and conferences, including arranging delegates, travel, materials, and giveaways.
• Order promotional goods and monitor stock levels.
• Make room and taxi bookings, organise hand deliveries, courier requests, and handle ad-hoc requests.
• Support high-volume document printing, copying, and scanning as needed.

Communication

• Coordinate with team members to ensure workload and deadlines are managed effectively.
• Answer internal calls for team members.
• Take direction from Hub Leader, Practice Assistants, and Legal Support Assistants.

Financial

• Assist with billing and expenses as required.

Processing

• Prioritise and manage workloads to meet deadlines, liaising with managers when challenges arise.
• Create and upload information to client data rooms following instructions.
• Produce court bundles, ensuring accuracy and compliance, and coordinate printing and delivery.
• Verify client and internal data accuracy.
• Ensure adherence to firm policies and procedures.
• Manage post and email correspondence, filing client-related communication appropriately.

Customer Service

• Arrange team meetings.
• Coordinate with Fee Earners, Hub Leaders, and Legal Support Managers for work instructions.
• Update service users on progress and offer assistance proactively.

Skills

Essential Skills & Experience

• Effective communicator with professional liaising skills.
• Strong organisational skills and time management.
• Conscientious with responsibility for work quality.
• Positive attitude and adaptable to change.
• High attention to detail.
• Customer/client service focus.
• Proactive, professional, flexible, and eager to learn.
• Team-oriented with willingness to take on new responsibilities.

Technical Skills

• Relevant office administration experience.
• Experience with document and case management systems.
• Intermediate proficiency in Microsoft Office.

The Firm

Clyde & Co is a leading global law firm specialising in sectors like insurance, aviation, marine, construction, energy, trade, and natural resources. We operate internationally with a commitment to diversity, inclusion, responsibility, and environmental sustainability, including adherence to the SBTi Net-Zero standard. The firm employs nearly 70 offices worldwide, with a diverse team of professionals.

Our Values

• Work as one - a connected team achieving success together.
• Excel with clients - delivering exceptional service.
• Celebrate difference - leveraging diversity for greater achievement.
• Act boldly - embracing new opportunities and learning.

Business Services Competencies

We focus on developing skills across areas like Technical Excellence, People and Team, Client Relationships, Service Delivery, and Personal Effectiveness. The description may be amended to meet evolving business needs.