Administrative Assistant (Professional & Commercial Risk) - Glasgow

Job Introduction

DACBeachcroft has an exciting opportunity someone to join our Professional & Commercial Risk (P&CR) team as an Administrative Assistant on a full-time, permanent basis in our Glasgow office.

The role works alongside the legal secretary to support the Glasgow/Edinburgh based fee earning team providing administrative support. Work will come either directly from the team or the Secretarial Team Leader. The role is accountable for establishing and maintaining an ongoing service-based relationship with the team they support and recognising and translating the needs and expectations into a responsive service.

The Professional & Commercial Risk North  team is located across 5 locations in the North.  The Scottish P&CR team currently consists of 2 Partners and 4 fee earners but will grow to encompass a further 2 partners and 3 fee earners to bring the headcount of the P&CR team in Glasgow to 11 during October 2023.  We are looking for a second person to join the existing support function as an administrative assistant. The team provides expert legal advice to clients across an engaging mix of professional disciplines including Professional Indemnity, Financial Institutions, Directors and Officers, Cyber, Warranty and Indemnity, and Construction. As a member of our team you will play an active part in the continued growth and success of the team in collaboration with the wider practice in the North, nationally and internationally.  We act for all the main Insurance companies and Insured professionals in the supply chain. We deal with the full spectrum of Insurance work from Policy cover, recovery and strategic advice to Insurers

We are a Disability Confident employer and guarantee to interview anyone with a disability, long term health condition or neurodiversity whose application meets the essential criteria for the role.  If this applies to you and you feel you meet the minimum criteria for this vacancy as set out in this advert then please contact recruitment@dacbeachcroft.com in confidence, quoting the reference number for this vacancy in the subject box of your email, and a member of the Recruitment team will be in touch.

Role Responsibility

Administrative

• File opening and closing –  matters are set up on the relevant document/case management system. Undertake file closing/archiving procedures ensuring compliant at all times
• To work alongside the legal secretary in preparing court forms and documents and with guidance understand the procedures involved with Scottish Court Procedure in both Sheriff Court and Court of Session Practice
• Use of pdf docs application to assist with delivery of client documents/letters
• Assist with the preparation of paper and electronic bundles as required
• Manage fee earner diaries, booking day to day appointments
• Prepare correspondence and documents from digital dictation
• Assist in organising client events and client training as and when required
• Make room, hotel and travel bookings as requested, organising hand deliveries and courier requests, and other ad hoc requests
• Sending large electronic documents via OneDrive
• Submitting documents for signature by clients via DocuSign

Communication

• Liaising with fellow team members on workloads and ensure deadlines are consistently met
• Answering internal calls for other members of the team
• Liaising with and taking direction from your Secretarial Team Leader and fee earning team as required

Financial

• Assisting with billing and expenses as required
• Assist with departmental billing and account queries and work with fee earners and support teams to resolve these
• Assist with debt collection where required on behalf of the team
• Assist with responding to client queries on a day to day basis, drafting responses for fee earner review with assistance from team

Processing

• Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with STL where challenges arise
• Ensuring compliance with firm wide/department policies and procedures
• Responsible for checking post and/or emails and dealing with as appropriate ensuring all client related correspondence is appropriately filed in firm’s document management systems

Customer Service

• Liaising with Glasgow team and Secretarial Team Leader to take instruction and liaise on work requirements
• Consistently and appropriately update service users on progress where appropriate

The Ideal Candidate

• Relevant office-based administration experience would be highly advantageous
• An aptitude for administration management and processes, with experience of working with document management/case management systems
• Intermediate knowledge of Microsoft Office
• An effective communicator with the ability to liaise with internal and external clients in a professional manner; striving to provide exceptional service at all times
• Good organisational skills and ability to manage own time effectively within a fast-paced environment
• Conscientious, taking personal responsibility for own work and accountability for its delivery and quality
• Positive can-do attitude with the ability to adapt to change
• Excellent attention to detail
• Customer/client service focused
• Proactive, professional and flexible approach to work
• Keen to develop over a period of time with a willingness and ability to learn
• 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

About the Company

We are a leading international legal business with over 2,900 colleagues and a diverse range of capabilities. We have 11 offices in the UK as well as offices in Dublin, Madrid, Paris, Milan, Rome, Singapore, Argentina Chile, Colombia, Mexico and Miami. We also have associations/alliances with firms in Malaysia, Brazil, Peru, Central America, the USA, Australia and Germany.

We are a broad-based commercial firm with a strong heritage in insurance, health and real estate. This is complemented by a fast-growing Business Advisory capability. We represent a wide range of clients, ranging from household names to government departments and NHS bodies. We act for all of the UK’s top-ten insurers, we are 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-12 housebuilders.

We have an impressive legal pedigree, with 142 Chambers UK 2021 practice area and individual lawyer rankings. In Legal 500 UK 2021, the firm received a top tier ranking for 37 of its practice areas, and 58 DACB lawyers were singled out in the ‘Leading Individual' rankings.

Our successes have been recognised by the legal industry and the markets in which we operate. These accolades include two top prizes in the ‘Excellence in Business Development’ and ‘Excellence in Technology & Innovation’ categories of the 2020 Law Society Excellence Awards – the highest accolade for law firms in England & Wales. Our health sector team won the ‘Crisis Management Team of the Year’ award at the 2020 British Legal Awards for its support to the NHS at the onset of the COVID-19 pandemic, and our Cyber & Data Risk team received the ‘Business Development Innovation Award’ at the 2020 Legal Innovation Awards, as well as ‘Cyber Law Firm of the Year’ at the prestigious Insurance Insider Cyber Rankings Awards, for its market-leading suite of digital tools to help our clients prepare for and respond to cyber and data risk crises.

Our vision is to be leading business advisers, recognised for our insight and our outstanding commitment to clients, and for being the place where talented people want to work. For further details on our work and our culture, please visit www.dacbeachcroft.com.

Application Details

At DAC Beachcroft, we don’t just accept your differences we celebrate them.  From bespoke solutions for our clients, to treating you like an individual.  Our strength comes from your diverse ideas and bringing the whole you to work. So if you’re good at what you do, come as you are.  We welcome direct applications and are happy to talk flexible working.

We also want you to be at your very best.  Please feel free to let us know of any changes we can make at any point in the recruitment process that will help support your application.  If this opportunity sounds of interest to you, please make an application and submit your CV.  Your application will be dealt with in the strictest of confidence.

Note for Recruitment Agencies – the DAC Beachcroft recruitment team is responsible for managing all current vacancies through direct hiring and referrals wherever possible.  We do work with recruitment agencies and where we require external support we will formally release those vacancies to the agencies on our Preferred Supplier List deemed best placed to assist us.  Speculative CVs sent by any agency to any DAC Beachcroft employee without a specific request by the recruitment team will not be accepted and with no introduction fee applicable.  Our recruitment team can be contacted at recruitment@dacbeachcroft.com

DAC Beachcroft