Private Client Assistant

The role reports to the Head of Department/Pod Leader. 

The role is office based in our Private Client team.

Summary

As a Legal Assistant in our Private Client Team, your role is central to the smooth and efficient operation of the team. You are expected to provide high-quality administrative support to Legal Advisers and colleagues, demonstrating initiative, professionalism, and strong organisational skills.

Your ability to manage tasks independently, maintain attention to detail, and deliver a personal, client-focused service contributes directly to the success of the department and the wider firm.

Your proactive approach and commitment to our values will help to ensure that we continue to meet our business objectives and uphold the high standards of excellence that our clients expect.

Key Responsibilities

Document Production

• Prepare accurate legal documents and correspondence via audio, copy typing and laser forms.
• Amending and formatting of complex legal documents.
• Ensure all work is thoroughly proof read and formatted to firm standards.
• Manage incoming and outgoing mail, ensuring all enclosures are included and correspondence is dispatched promptly.
• Ensure that correct procedures are followed relating to the storage and management of client deeds and documents.
• Use online platforms as used by the department to access documents and reports as required.

File & Case Management

• Open, maintain, and close client files using the firm’s case management system, ensuring compliance with departmental risk management procedures.
• Maintain accurate and timely filing systems, including daily filing, document retrieval, and scanning of client identification and documentation.

Client Interaction & Communication

• Greet and assist clients in person and over the phone, delivering a professional, empathetic, and client-focused service.
• Promptly answer incoming calls, including covering for colleagues, and relay accurate messages to the appropriate team members.
• Schedule appointments, manage diaries, and coordinate meetings and room bookings for Legal Advisers.

Administrative & Team Support

• Provide general administrative support including photocopying, scanning, and document handling.
• Support and guide other assistants as needed, contributing to a collaborative and efficient team environment.
• Ensure strict confidentiality of all client and firm information at all times.

Compliance & Financial Administration

• Ensure compliance with internal policies, money laundering regulations, and procedures for handling deeds and sensitive documents.
• Prepare invoices, assist with billing processes, and complete accounts documentation as directed.

Professional Development

• Participate in training as required and take responsibility for ongoing personal development to maintain high standards of performance and service delivery.

Skills and Experience

• Experienced in legal protocols and procedures relevant to the department in which the role operates.
• Strong organisational skills and ability to manage tasks independently.
• Excellent attention to detail and commitment to delivering high-quality work.
• Professional, approachable, and a client-focused manner.
• Ability to work collaboratively within a team and support colleagues.
• Integrity to handle sensitive and confidential information appropriately.
• Commitment to confidentiality and compliance with regulatory requirements.
• Willingness to learn and develop within the role.