Administration Assistant

Weightmans is a Top 45 law firm with offices throughout the UK. Having been recognised as the leading legal employer at the annual Britain's Top Employers awards and achieved several top rankings in Chambers UK 2016, we are immensely proud of the work we carry out for our clients and the culture we provide to our people.

Our national Large Loss team provides an expert, experienced legal service dealing with claims involving injuries of the utmost severity and more complex technical insurance work. Weightmans’ Large Loss team handles claims reserved at a minimum of £500,000, representing around £750 million of client reserves. The majority of claims we deal with are motor, but we also cover employers’ liability, public liability and product liability, as well as substantial dependency fatality claims. Typical cases involve brain, spinal and amputation injuries.

The role will involve assisting with all aspects of administration as per instructions from the Team Managers and other members of the teams in accordance with deadlines set.

Main duties and responsibilities:

• Filing, and ensuring filing is kept up to date, and that files are indexed correctly and, where appropriate, documents are scanned on to the Case Manager System.
• Ensuring key dates have been placed in the Case Manager system, such as: Acknowledgement of Service, Defence, Court Hearing dates and Court directions.
• Physically and electronically opening new matter files, ensuring all of the relevant procedures are followed and letters confirming receipt of instructions have been sent.
• Physically and electronically closing matter files, ensuring all of the relevant procedures are followed, there are nil balances and the files are correctly archived.
• Billing and accounts queries
• Arranging for files to be sent to off site storage and, when required, to retrieve files
• Organising the retrieval of closed files from archives, if required.
• Carrying out general file maintenance duties.
• Some, limited, hand delivery of documents such as to local chambers, Royal Courts of Justice.
• Carrying out general administrative tasks, such as but not limited to: photocopying, sending faxes; and making or receiving telephone calls.
• Inputting, checking and maintaining client management information reports.
• Organising and maintaining the team’s collective diary.
• Preparing and collating documents for internal and external presentations.
• Carrying out any other tasks that fall within the aspects of the role

This list is not intended to be exhaustive and you will be expected to perform other duties and have other responsibilities that fall within the wider remit of the role

• At least 12 months experience of working in an office administrative role, preferably a law firm.
• Good IT skills.
• Good communication skills.
• Ability to work as part of a team and with the current administration assistant
• Ability to work according to deadlines.
• Strong organisational skills with the ability to prioritise workload.
• Show initiative and be enthusiastic and self motivated.

Please note:

• Any reference to experience or PQE in our adverts or job descriptions is to be used as a guideline only. We welcome applicants from all backgrounds and with different levels of experience who can demonstrate that they fulfil the requirements of the role.

• The successful candidate appointed to this role will be subject to our standard background checking process, and any offer of employment made is conditional upon successful completion of those checks. Further details can be obtained from the Recruitment team.