Team Assistant

AJ Chambers are working with a top Central London Law Firm who specialise in Media.

They have an exciting opportunity for a Team Assistant to join the Property Team.

Job Purpose

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• To deliver exemplary secretarial services covering a variety of administrative and legal support duties as assigned.
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• To work closely with all team members and Department EA/Senior Secretary to ensure an efficient, proactive and professional ongoing service.
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• To provide a personable point of contact for all external parties, particularly the firm’s clients.
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Key Tasks and Responsibilities

Secretarial duties

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• Deliver general legal secretarial admin, such as file opening, billing and file closing etc
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• Format legal documents
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• Provide high levels of customer service on all requests and projects
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• Manage and communicate with internal key stakeholders as needed
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• Ensure all clients have a positive experience on point of contact and that any requests are swiftly communicated to the relevant team member
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• Prioritise key tasks and advise time to achieve
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• Manage and communicate on multiple requests as needed; keep people informed as to progress
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• Ensure any issues arising are communicated to the relevant team member and promptly addressed
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• Offer a proactive approach to problem identification and possible solution
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• Provide ongoing management of team members’ diaries and Outlook calendars as directed;
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• Organising various internal and external meetings
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• Room bookings, refreshments as required, IT equipment etc.
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• Assist with setting up meeting rooms for large meetings and events as needed, across teams
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• Sort travel arrangements for the team as needed for both UK and international travel
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• Manage telephone, voicemail, out of office and email messages for the team when they are not available, responding or redirecting as necessary
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• Coordinate conference calls, Zoom, Teams etc. for the team, as required
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• Distribute documentation internally and externally, electronically or hard copy
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• Ensure all team electronic and hard copy filing is managed in a timely and efficient manner, in strict accordance with firm procedures
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• Delegate large copying/printing jobs to Office Services team as needed
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• Agree time to produce
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• Be responsible for ensuring delivery of job
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• Preparing post completion duties including Stamp Duty Return, Land Registry applications, Notice of Transfer.
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• Knowledge of HM Land Registry download, search and replying requisitions
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• Knowledge of the HM Land Registry portal, submitting applications on the new Digital Registration Service.
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• Dictation experience
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• Experience in submitting property searches for commercial and residential properties.
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• Preparing payment requests for completions, invoice settlements, SDLTs etc.
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• Assist with cover for Reception and other departmental PA’s during holidays or busy periods, if required
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Business process support

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• Support Department EA/Senior Secretary with the ongoing management and reduction of aged WIP & debt, liaising with Heads of Department/Fee Earners and Credit Controller as needed
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• Draft invoices for review
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• Work as needed to improve the department’s financial performance against targets
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• Proactively assist and manage the team’s IT queries/issues, to include liaison with internal IT support and the Software Training & Application Advisor (and if necessary, the firm’s external IT provider)
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• Ensure the team is aware of any planned changes
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• Support in the timetabling and delivery of any required training within the team
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• Support Department EA/Senior Secretary on project implementation as requested
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The role will be a great opportunity for someone with 2 years experience looking to join a top Law Firm with great career prospects.

The role will offer hybrid working and hours 9.30am – 5.30pm

For further information please contact Ella Britton