Billing & Sweeps Administration Assistant

Shoosmiths - UK Law Firm of the Year Winner at the Legal Week British Legal Awards 2015.

A leading UK law firm with a network of offices from the South Coast to Scotland, working together as one national team. An innovative practice and the first top 100 law firm to achieve “Gold Standard” Investors in People, our values and culture are not just words on our website but are the heartbeat of the firm. The lack of barriers between departments, a real lack of hierarchy, zero tolerance for arrogance and pomposity makes Shoosmiths a fantastic place to work.

Our Recoveries Services Group provides a complete range of debt recovery services utilising cutting edge technology and with specialists dealing with different debt types, all operating under a centralised management structure allowing us to deliver consistently excellent service. Our structure ensures we can provide a full range of volume recoveries and litigation options, whilst ensuring that we have the expertise and experience to deal with complex and technical issues arising from volume recoveries.

The Operations Team is based at the Lakes although the team work for all areas of RSG regardless of office location. It is made up up of five different areas;

• The new business team is responsible for opening and incepting new cases, conflict searching and obtaining HMLR official copies where required.
• The financial transactions team cover all of the financial aspects involved with running an RSG case.
• Our statistical analysis team carries out the reporting for the majority of our clients - these are standard reports but also bespoke reports created to meet the clients needs. They also provide internal analysis on various systems used within RSG.
• The Visualfiles team comprises of system administrators and business analysts. They work closely with the Business and IS teams to ensure the smooth running of Visualfiles.
• Best practice is also included in Operations. This involves reviewing current processes to see where they can be streamlined and improved.

Job purpose

The main purpose of the role is to work with the financial transactions team in the Operations area of RSG.

• Assist in ensuring all client SLA’s are met
• Adhere to all service standards
• Be a confident point of contact for our clients with regards to general financial queries
• Ensure that all financial transactions are completed in line with SAR
• Ensure that all bills, reports and remittance are submitted in line with our clients expectations

The hours of this role are 37.5 per week covering hours of 8.00am to 8.00pm Monday to Thursday, Friday 8.00 to 5.30 and Saturday 9.00 to 12.45 on a rota basis. 

Time off in lieu will be given for Saturday working in the same week.

• Production and submission of client bills
• Remittance of client funds
• Investigate discrepancies between the groups finance and case management systems
• Produce client reports and transaction breakdowns
• Investigate general financial queries from the business
• Process supplier invoices
• To be familiar with and follow the Unit’s policies, procedures and processes
• Other tasks as appropriate

• Good written, verbal and numeracy skills
• Attention to detail
• Ability to prioritise, be organised and efficient
• Ability to work under pressure
• Flexibility with the capability to adapt to change, new practices and cope under pressure but with the ability to recognise when to seek assistance
• IT Literate and experience of using word & Excel
• Able to integrate within a team, and able to work on own initiative.
• Working understanding of Visual Files & SAP
• Friendly and helpful approach

Due to the nature of the work undertaken, confirmation of employment will be subject to a variety of checks which will be carried out once an offer of employment is accepted.  These checks will include employment references covering the last 5 years, proof of ID, proof of address covering the last 5 years, Personnel Vetting credit search (which will only highlight insolvency or County Court Judgements) – should any adverse data show on the Personnel Vetting Search then any offer of employment made will be withdrawn. Terrorism Check (against data supplied by the Bank of England) and a DBS check previously known as a Criminal Records check.

Shoosmiths is a committed Equal Opportunities employer promoting equality of opportunity. This means that everyone who either applies to or works for the firm is treated equally, whatever their gender, age, ethnic origin, nationality, marital status, disability, sexual orientation or religious beliefs.