Administrative Assistant
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Department: Real Estate
Duration: 12-month FTC
FTE: Full-time
Location: London
Type of role: Office based
Reports to: Practice Support Workflow Co-ordinator
Reference no.: 9486
The Role
To provide support to our Practice Support Executives to deliver a first-class service focusing on scheduling Deeds and general administrative support to our fee-earners and Practice Support Executives (PSEs).
Responsibilities
Key Areas of Responsibility:
- Scheduling, checking and maintenance of Deeds (80%).
- General Administration (20%).
The role is intended to embrace a team-working approach, collaborating with every other member of the team to ensure the overall needs of the business are met.
The role offers excellent experience, training and genuine career development prospects.
Scheduling of Deeds (80%)
- Use the BigHand platform to accurately process and action deeds tasks.
- Ensure all deed schedule details are entered correctly to avoid errors or omissions.
- Proactively monitor deed statuses, identifying and resolving any discrepancies or outstanding actions.
- Coordinate with PSE's and Fee Earners to confirm deed requirements and processing timelines.
- Maintain up-to-date electronic and physical records of all deeds handled, ensuring secure and organised storage.
- Regularly audit deed records for completeness and accuracy, rectifying any inconsistencies promptly.
- Prioritise tasks according to urgency and deadlines, adapting schedules as required to ensure timely completion.
- Act as a point of contact for queries related to the processing and storage of deeds via BigHand.
General Admin (20%)
Organisation and Planning
- Scheduling routine diary arrangements.
- Booking meeting rooms and arranging video conference calls.
- Arrangement of routine travel arrangements.
- Set up and maintain paper and electronic filing systems.
- Routine Email filing with supervision from the PSE.
- Interface with other business services teams and ownership of resolving any routine business operations problems.
Business Development and Client Relationship Management
- Supporting internal processes to ensure CRM databases up to date (Interaction, Credentials database).
- Supporting administration for events, eg, preparing badges, in collaboration with the PSEs and Business Development.
Financial Administration
- Assisting with billing process (using Elite 3E as required) including completion of narratives.
- Supporting fee-earners with closing InTapp entries and assisting with narratives where required.
- Processing expenses/invoices using Emburse.
- Supporting post completion of matters (e.g. preparing completion statements, arranging transfer of funds).
Matter Opening Administration
- Supporting completion of NBI forms.
- Arranging routine conflicts and AML checks.
- Ensuring all parties lists and contact lists are prepared and kept up to date.
These key areas may vary according to the practice requirements. Additional tasks may include:
General Administration
- Production of engrossed documents (including getting annexures together) (non-chargeable).
- Minor copying, scanning, printing tasks.
Personal attributes
- Ability to follow process workflow maps.
- Flexible and adaptable approach to work.
- Reliable and calm under pressure.
- Good organisation, communication and administrative skills.
- Good eye for detail.
- Strong time management skills.
- Willingness and enthusiasm to work with and support teams and practice group.
Firm Profile
Across more than 80 countries, Dentons helps you grow, protect, operate and finance your organisation by providing uniquely global and deeply local legal solutions. Polycentric, purpose-driven and committed to inclusion, diversity, equity and sustainability, we focus on what matters most to you. www.dentons.com
Inclusion and Diversity
We are committed to building an inclusive culture here at Dentons where our people can thrive, regardless of their background or circumstance. As well as being the right thing to do, it makes good business sense too. A richness of backgrounds, experiences and perspectives helps us best serve our clients and the communities in which we operate. You can find out more about inclusion and diversity at Dentons here: Inclusion and Diversity.
Equal Opportunities
Dentons is committed to providing equal opportunities for all. We welcome applications from everyone including of any age, ethnicity, religion, sex, sexual orientation, gender identity, nationality, neurodiversity, disability, or with parental or caring responsibilities. We also offer flexible working hours.
During the application process, all applicants have the opportunity to tell us about any adjustments or support they require so they are able to perform at their best. Any information you share with us during the application process is treated in confidence.
If you have any questions about this or the role criteria, please email recruitment.matters@dentons.com.
NO AGENCIES PLEASE
If you are interested in applying for this position, we welcome direct applications via our careers page, but if you have any questions beforehand, please email recruitment.matters@dentons.com. Enquiries only please – applications will not be accepted via email.
Please note that we will not accept unsolicited CVs sent to the business, nor will we accept any associated terms of business.