Lanyon Bowdler LLP is an award winning law firm covering Shropshire, Herefordshire & North Wales. An exciting opportunity has arisen for an apprentice to join their Legal Support Services team.
The Legal Support Services team are responsible for supporting wider legal services through the management of reception and hospitality, call handling and maintaining an ongoing administration service. The post holder will be able to recognise and translate the needs of clients and staff, and expectations into a responsive service.
The role:
The post holder will provide support across a variety of Legal Support Services functions, including Legal Administration Assistant & Client Services Assistant responsibilities. Depending on business needs, you will undertake reception and front-of-house duties, manage incoming telephone calls and support teams with a range of administrative tasks. The role requires the ability to work confidently and independently, particularly when providing cover within an office, while ensuring that clients and colleagues continue to receive an efficient and professional service.
Maintain a high level of customer service on the reception desk including:
- Welcome clients and visitors, ensuring that they are dealt with efficiently and courteously.
- Promptly and efficiently dealing with incoming external and internal telephone calls.
- Taking and passing on accurate messages as required.
- Take cash/PDQ and online payments from clients.
- Certification of Client Identification.
- Deal with any other reception duties as required.
Perform a range of hospitality duties including:
- Opening & setting up meeting rooms at the start of the day and between each meeting including ensuring video conferencing system and IT is set up where required.
- Arranging hospitality.
- Organising catering.
- Clearing rooms at the end of the day.
- Meeting room diary management and planning.
Perform all document management associated tasks, including:
- Responsible for the managing and ordering stationary including catering items for kitchen use.
- Uploading receipts of collected Wills, Deeds & other relevant documentation using the Practice Management System.
- Uploading Client ID to the Practice Management System where applicable, managing the Legal Services ID Folder.
- Complete Client remote verifications via the digital identification verification platform and remove clients from monitoring when all matters are completed.
- Follow the process for Safe Custody storage and use 3rd party Practice Management system, to store Legal Documentation.
- Carry out Safe Custody transfers & uplifts for 3rd party storage.
- Ensure that all photocopying and scanning and print requests are completed in a timely manner.
To ensure that all closed files and archiving processes, both hard copy and electronic are managed appropriately including:
- Acting on customer instructions and archiving closed files.
- Completing all administration relating to files that are required to be archived.
- Completing all archive records and administration within our Practice/Document or any other Case Management System.
- Creating and indexing new files.
- Record, indexing and tracking all files through our PMS system or any successor, paper and electronic.
Deal with any Client/staff enquiries in a prompt and efficient manner to include:
- Accepting requests for CSA work, notifying staff of estimated completion times as appropriate and work to the SLA for any deadlines and completion times. Anticipate staff needs and offer assistance wherever possible.
- Communicate with staff on job or deadline issues.
Perform administrative tasks as directed, including:
- Weekly Fire Alarm Testing.
- Collecting and accurately inputting monthly office information.
- Ensuring that job requests and tracking systems are properly completed before beginning work.
Proof reading, formatting and editing legal documents using Big Hand or other dictation software and speech recognition systems with a high level of attention to detail and accuracy, in accordance with protocols.
Carry out all tasks relating to mail distribution, including:
- Sorting and distributing incoming mail. Sorting and franking outgoing mail.
- Recording all incoming/outgoing special mail, or courier items.
- Arranging delivery and collection times with mail and courier companies.
- Scan to the electronic mailing room & manage any returns or rescans, following appropriate SOP.
- Carry out sweeps at regular intervals collating any documentation for collection and action appropriately.
Complete opening of client matter (CMI) files on receipt of key client information from the Legal Support Assistant or fee earner.
Carrying out system searches and being able to identify conflict/ duplicates relating to client ID checks.
To support with Safe Custody storage/transfers and uplifts for onsite strong rooms. To perform all associated tasks, including but not limited to:
- Handling and administering destruction of files as required.
- Maintaining all filing and work areas in a tidy and orderly manner.
To attend and complete any necessary training as directed.
Desired skills:
- Experience of general office related tasks including photocopying, scanning and filing.
- Experience of database entry, keyboard skills, Microsoft office suite and Excel spreadsheets.
Desired personal qualities:
- A team player with a can-do attitude with a high degree of flexibility and the ability to respond proactively
- Confident, maintain a professional image at all times
- Experience of confidently dealing with incoming and outgoing telephone calls and directing queries as appropriate
- A quick learner with the ability to adapt to a range of different tasks at short notice
- Enthusiastic and self-motivated
- Flexibility to cover sickness and annual leave of other team members
Desired qualifications:
- Good basic level of education – 5 GCSES 4-9 or equivalent (including maths and English)
- Any IT qualifications
Future prospects?
- Upon successful completion of the apprenticeship, a permanent position in this role or in another department may be offered.
For more information about the vacancy or to apply, please contact Tracie Durant on [email protected] .