Administrative Role:
- Weekly file audit checks – maintain list of new clients and matters opened and ensure all file opening procedures and Anti-Money Laundering (AML) procedures have been complied with and completed.
- Weekly checks to ensure all actions have been completed by all fee earners in CS (these will consist mainly of risk assessment forms, file closing forms, client care documents being completed)
- File opening in accordance with IBB procedures to include data input, completion of internal forms and procedures, preparation of AML documentation, setting up the paper file and file labels, preparing the initial letters for fee earner review.
- File closing in accordance with IBB procedures to include data input, checking ledger balances, filleting files, returning client documents, completion of internal forms.
- Preparation of bills in accordance with IBB procedures, to include collating disbursement receipts, liaising with accounts and preparing all documentation to be sent to the client in accordance with defined procedures.
- Electronic filing of incoming correspondence, outgoing copies, invoices, Court documents, reports and paper files in/out of the filing system. Assisting with file checking and organising in preparation for semi-annual quality audits.
- Generally liaising with the Document Management Centre on document production/collation tasks.
- Requesting and tracking the progress of searches with online providers such as Land Registry Direct and Companies House. Returning the results to the fee earner and filing copies.
- Keep appointment & key date diaries up to date.
- Book travel arrangements and accommodation if required.
- Deal with incoming telephone calls and take action on them as appropriate.
- Ad hoc data input as and when required (CRM and PMS).
- Photocopying and scanning into FileSite
- Providing general administrative support for the Commercial Services Group
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