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Administrative Assistant (Real Estate) - Bristol

Employer
DAC Beachcroft
Location
Bristol, United Kingdom
Salary
Competitive salary plus benefits
Closing date
5 Mar 2024

View more

Sector
Legal
Role
Administrator
Contract Type
Permanent
Hours
Full Time

Job Details

Job Introduction

DACBeachcroft has an exciting opportunity for someone to join our Real Estate cluster as an Administrative Assistant. This role is full-time, permanent and based out of our centrally located Bristol office.

The role provides administrative and file management support across the team. Work will come either directly from the lawyer or through the work allocated by the Hub Leader (HL)/Practice Assistants (PA)/Legal Support Assistants (LSA). The role is accountable for establishing and maintaining an ongoing service-based relationship with the team they support recognising and translating the needs and expectations into a responsive service.

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

Client Relationship Management
  • Taking instruction to undertake admin tasks relating to client relationship management
  • Responsible for ensuring current knowledge of client specific protocols and processes, and building these into current practices
  • Assisting the lawyers, HL/PA/LSA as directed in the organisation of internal and external events, seminars and conferences, responsible for arranging registers of delegates; booking travel; printing/sending materials
Administrative
  • File management - updating and maintaining all files, ensuring documents are filed correctly and named in line with the business wide naming convention and the correct folder structures are adopted (both electronic and paper)
  • File opening and closing - matters are set up on the relevant document/case management system. Undertake all file closing/archiving procedures ensuring compliant at all times
  • Make room and taxi bookings as requested, organising hand deliveries and courier requests, and other adhoc requests
  • Printing/copying/scanning of documents flowing to Office Services for support with high volume jobs, as appropriate
  • Sending large electronic documents via ShareFile
  • Submitting documents for signature by clients via DocuSign
  • Dealing with incoming post - scanning, saving to the file and circulating to the relevant fee earners
  • Updating of Workflow Tracking Schedules
  • Collating and indexing legal documentation, deeds scheduling and deeds management.
  • Typing of standard letters i.e. payment of invoices, acceptance of events
  • Uploading documents to PDF docs and editing documents
Communication
  • Liaising with fellow team members on workloads and ensure deadlines are consistently met
  • Answering internal calls for other members of the team
Financial
  • Assisting with billing and expenses as required
  • Dealing with matter related finance administration to include BACs, TTs etc.
Processing
  • Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with HL where challenges arise
  • Responsible for creating and uploading information to client data rooms, in line with instructions from lawyer, HL PA or LSA
  • Production of court bundles, both paper and electronic copies, ensuring the master bundle is correctly prepared in line with lawyer instructions and court rules and instructions provided to Office Services to complete printing/copying of master bundles; suitable delivery methods pre-booked as needed
  • Checking client and internal data for accuracy
  • 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
  • Online applications e.g. Companies House, Land Registry, Searchflow, forms
  • Undertaking searches and completion of requisite forms and submissions
Customer Service
  • Liaising with lawyers and HL 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 is desireable
  • 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

Attached documents

Company

We push ourselves. We build meaningful relationships, not just cases. We innovate and celebrate diverse perspectives. These are just some of the reasons why people join us - and why they choose to stay. DAC Beachcroft is a place for the thinkers. For the collaborators. For all those who want a life that works.

Who we are

We’re a leading international law firm with offices across Europe, Asia Pacific and Latin America – in the UK, we’re a top 25 firm. We have a proud history stretching back over 255 years, a forward-thinking approach and an ethos that celebrates the whole person. Get ready for inspiring work. An open, welcoming culture, with the flexibility to enable you to blend life and work together. Put simply, we help our colleagues to be at their best when they’re here, and we recognise that they have all sorts of different interests and commitments when they’re not.

What we do

We’re a broad-based commercial firm serving a wide range of sectors with a strong heritage in insurance, health and real estate. Our services span everything from insurance and commercial litigation, through to corporate and commercial transactions. That includes advice on employment law and governance, risk and regulatory. Our legal skills and extensive delivery expertise enable us to design high quality, bespoke legal solutions – often drawing on the latest technologies. We partner with our clients to help protect their reputations and enable them to achieve sustainable growth.

Our culture, vision and principles

This is your opportunity to be part of a thriving firm – a firm that’s profitable, successful and growing internationally. You’ll find we’re united by a common purpose: to help our colleagues and clients succeed. It makes this an incredibly rewarding place to be. Not only that, but we have a culture that means you can find more enjoyment both at work and outside of it. We’ve exciting ambitions, not least our determination to play our part in ensuring a sustainable society. We are working towards this ambition through a strategy for Responsible Business.

Supportive

We are approachable, open minded and inclusive. We take time to listen and understand and we value and respect others’ abilities, contribution and views. We are trusted, appreciated as individuals and embraced as part of a team.

Creative

We share knowledge and insights and encourage constructive debate and challenge. We work collaboratively to generate new ideas and provide imaginative solutions.

Determined

We act with integrity and are relentless in our pursuit of quality and excellence. We are confident and empowered to do our best for our clients, our colleagues and ourselves, to deliver whatever the challenge.

Clear

We have clarity of purpose, objectives, roles, reward and lines of communication. We are transparent and straightforward in our behaviour and intent.

Our clients

We’re deeply embedded in the insurance industry, acting across the full breadth of the market. We also provided over 300 public sector and independent healthcare providers and commissioners with market-leading legal and governance advice. And when it comes to real estate, we have dedicated teams specialising in residential, shopping centres and commercial investment law.

An inclusive organisation

DAC Beachcroft

We’re committed to attracting, retaining and developing people from diverse backgrounds, with a range of life experiences and perspectives, because diverse thinking is critical to our success. We’re committed to welcoming and encouraging all colleagues, so that everyone has the same opportunity to get involved, to make a difference and to progress. We work hard to understand and eradicate any unintended barriers by working with our colleague networks – Access (BAME), Spectrum (LGBT+), Parents & Carers, Working Dads and Women +. A number of our initiatives are aimed at attracting and supporting underrepresented groups, such as our work with Aspiring Solicitors, the Black Solicitors Network, Disability Confident scheme, Working Families and our Career Returners programme.

Being a responsible business is part of our DNA. We support local communities through a national strategy for pro bono advice and non-legal community volunteering such as helping homeless people, disadvantaged school students, and the elderly. The firm provides volunteering time for each colleague, to encourage participation. For further information please see our responsible business pages.

What’s in it for you?

Projects that stretch you.

Rewards that give more back.

We look for people who believe in going above and beyond to do work that matters. People who can help us create quality solutions in sophisticated, customised and creative ways – one client at a time. We ask a lot. But we also like to give a lot back. We’re big believers that you’ll be better placed to deliver your best work if we make sure you can enjoy your life outside of work. So we’re flexible. We actively look for people who are about more than what they do for a job. And that’s partly why we have such a well-rounded approach to rewards and benefits. (We also just think it’s important to recognise the contribution everyone here makes to our success.)

Flex Forward - A life that works

Flex Forward is about the when, where and how of work at DACB.

To give everyone maximum flexibility in how they orchestrate their working day, all colleagues are able to ‘glide’ their time. ‘When’ you work is guided by three principles: meeting client demands, collaborating as a team and delivering the outputs of our roles. So if you need to walk the dog or go to the gym, that’s fine – there’s plenty of freedom to make arrangements around your schedule.

‘Where’ you work is determined by your mode. Every role fits into one of three modes, which is determined by a conversation with your line manager and driven by the nature of the role. We know that it is possible to work effectively without coming into an office every day; equally, there are many reasons for colleagues to come into the office, whether that be to learn, collaborate, innovate or connect with colleagues or clients.

Our cultural principles drive ‘how’ we work. We are inclusive and supportive. We share knowledge and insights and work together to provide imaginative solutions. And we have a clear purpose – to help our clients and our colleagues succeed.

Your learning journey starts from the moment you join us.

We know that everyone takes a different approach to learning so we’ll tailor our training to meet your individual needs. We want to make sure you have everything you need to achieve your own goals and to contribute to our vision, strategy and drive for continuous improvement.

It all starts with your onboarding experience. After that, each team offers the technical training you’ll need to do well in your role. We also offer blended learning modules for anyone who’s looking to move into a management or leadership role. Put simply, whatever you want to achieve and wherever you want to get to, we’ll be behind you every step of the way.

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