Administrative Assistant

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Title:

Administrative Assistant X 2

Hours:

9:30am - 5:30pm 

Working week:

Monday - Friday

Department:

Secretarial Services Department

Purpose of job:

To provide flexible administrative support to teams, working closely with personal assistants (PAs), document production specialists (DPSs), fee earners, Office Services and other support teams as appropriate. The AA team provides cross-team, flexible support and cover for administration workloads as required.

Day to day duties:

  • Photocopying, printing and scanning
  • Preparing bundles/exhibits/pleadings and/or correcting an existing bundle, assisting with indexing and labeling as required
  • Collating enclosures for correspondence/instructions to counsel
  • Hard-copy filing, ensuring physical files are maintained and up to date
  • Processing searches for fee earners (e.g. Companies House, Land Registry and external providers) as required
  • Processing expenses 
  • Packaging and preparing post, courier and DX items
  • Coordinating and assisting with internal and external post, couriers, special deliveries and internal documents (e.g. cheques) liaising with the relevant departments as required
  • Assisting with the production of reports as required
  • Escalating any issues or concerns to AA Team Leader or the Secretarial Services Manager (SSM) 

File Management duties:

  • Opening matters on MatterSphere and creating physical matter files
  • Processing conflict searches on the relevant systems as directed, obtaining World Check search from KIS and providing results of all checks/searches to the fee earner for sign-off
  • Requesting Matter Planner if required
  • Importing, naming and saving documents to MatterSphere
  • Maintaining and updating the sensitive information log/key safe
  • Managing Intralinks document uploads and downloads
  • Managing video/audio evidence 
  • Processing file closures and archiving assisting

To apply for this role, please complete the online application form. For further information about this position please contact, in confidence, Natalie Slater (Recruitment Manager) at nslater@kingsleynapley.co.uk

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