DescriptionWorking as part of a team, you will be required to provide an excellent standard of secretarial support to the Newcastle team. You will also be required to provide support across the other practice groups as and when required. Working individually and as a team to act as a point of contact for lawyers and to ensure the effective completion of their work, as well as undertaking a variety of secretarial tasks (as listed below). Provide a high quality, comprehensive workflow management and organisational service to lawyers in the group and exceptional client service.
Key ResponsibilitiesClient Relationship ManagementResponsible for keeping up to date with client specific protocols and processes, implementing, providing guidance and training to others where necessary and ongoing monitoring.Administrative
Handle outgoing correspondence including electronic communications and encryption of documents using secure data transmission methods in line with client requirements.
Manage/General knowledge of external Client's case management system including adding outgoing correspondence and associated documentation on behalf of fee earners and mitigate commercial risk.
Collate enclosures for outgoing correspondence, instructions to Counsel, experts etc using electronic bundling and encryption software.
General knowledge of case management system including running ad hoc documents.
Liaise with external parties regarding enclosures/encryption/discs/assisting with use of secure systems and supply passwords – specific to clin risk?
Email management – filing, saving, locating, deleting, responding where applicable and referring incoming mail to others as necessary and managing Inbox on behalf of colleagues as and when required.
Print, file, photocopy, scan, fax and archive documents as and when requiredEnsure that client contact information is kept up to date.
Update document bundles for fee earners.
Keep case files organised and logical.
Assist with incoming billing and accounts queries.
Answer and make telephone calls.
Book client meetings.
Assist with the planning and booking of travel arrangements.
Assist with ad-hoc business development and communications activities e.g. client contact reports, delegate packs etc.
Maintain a level of individual knowledge required for the role.
Occasional preparation of correspondence and documents from digital dictation.
Help maintain a clean office and clear desk.
Handle confidential information in line with the firms data security protocols.
Communication
Key point of contact for lawyers to maintain relationships and ensure a high level of support is always provided by the team.
Monitor post and/or emails and dealing with as appropriate ensuring all client related correspondence is passed on to an appropriate lawyer and actioned as necessary; proactively responding to and drafting responses on behalf of others, prioritising emails, collating necessary paperwork and e-filing.
Liaising with and providing support to their immediate colleagues in the department, and where practical, other legal and support departments as requested by STL. Assisting others where there is spare capacity or it is evident that a colleague needs assistance with their workload.
Answering phone calls for other members of the team when they are away from their desk.
Liaison with and taking direction from your STL.
Liaise with the STL over any planned absences, arranging cover as necessary and communicating this to the relevant lawyers.
Financial
Assisting lawyers with billing related tasks.
Reviewing and updating time allocation and disbursements ensuring appropriate matter allocation.
Request cheques, bank transfers, and paying in money received, as appropriate.
Supporting the co-ordination of the WIP process.
Dealing with matter related finance administration to include BACs, TTs etc.
Processing expenses.
Customer Service
Arranging and attending team meetings.
Liaising with lawyers, STLs and Secretarial Managers (SM) to take instruction and liaise on work requirements.
Consistently and appropriately update service users on progress where appropriate.
Regularly offer assistance wherever possible.
Firm wide:
Understands DAC Beachcroft is an international firm. Works with awareness of this structure to operate as one team/brand.
Actively operates in the best interests of the firm at all times internally and externally.
Operates in a regulated environment, effectively managing risk and compliance issues including data security.
Works in partnership with others to manage.
Skills, Knowledge and Expertise
Experience of working in a legal or professional services environment.
An aptitude for managing multiple priorities, producing documents and client communications of the highest standard.
Advanced knowledge of Microsoft Office.
Advanced knowledge of document management/case management systems.
An effective communicator with an excellent customer and client service approach; striving to provide exceptional service at all times.
Customer/client service focused.
Proven experience of managing client facing tasks and priorities, with a hands-on, practical approach.Effective at investigating issues and seeing a problem through to conclusion.
Conscientious, taking personal responsibility for own work and accountability for its delivery and quality.
Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges.
Positive can-do attitude with the ability to adapt to change.
Confidential and discreet but able to redirect information when appropriate to ensure areas of concern are resolved effectively.
Well organised and methodical with excellent attention to detail, ensuring accuracy in all client communications and deliverables.
We are happy to talk flexible working with our Flex Forward scheme. We would encourage you to talk to us about our approach to flexible working during the hiring process if you would like to explore this further.
Note for Recruitment Agencies
DAC Beachcroft manages all vacancies via our in-house recruitment teams, prioritising direct sourcing and referrals. When external support is required, roles are released to selected agencies on our Preferred Supplier List (PSL).
Speculative CVs sent to any DAC Beachcroft employee without prior instruction from our recruitment teams (LLP and CSG) will not be accepted, and no fees will be payable.
For PSL queries, please contact: recruitment@dacbeachcroft.com or csgrecruitment@dacbeachcroft.com
We are a leading international legal business with over 3,000 colleagues and a diverse range of capabilities. We are market leaders in insurance, health and real estate but with a full-service offering, including growing Financial Services and Tech capabilities. We represent a wide range of clients – from household names to government departments and NHS bodies. We act for nearly all of the top-20 UK and global insurers, we're market leaders in the provision of strategic, commercial and regulatory advice to providers and commissioners in the health sector, and in real estate we advise all of the UK’s top-five housebuilders.
We are a fast-growing international business with offices around the globe. In addition to our 11 UK offices, we also have offices in Bogota, Buenos Aires, Dublin, Lima, Los Angeles, Hong Kong, Madrid, Mexico City, Milan, New York, Paris, Rome, Santiago de Chile, and Singapore plus a representative office in Miami and broad network of affiliations across the globe.
At DAC Beachcroft we are committed to and recognise the importance of equity, diversity and inclusion across the board, including and beyond the protected characteristics. We take decisions based solely on merit. We value, welcome and seek out people with different backgrounds and life experiences, perspectives, beliefs, ways of thinking and identities.
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