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Private Client Assistant

Role Summary

The Assistant is expected to use a high degree of self-management and initiative with a proven ability to provide comprehensive administrative support to the Legal Advisors and team to ensure achievement of business objectives and assist in the provision of an efficient, personal and professional service at all times. 

Key Responsibilities

  • Preparing correspondence and documents through audio, copy typing and laser forms, ensuring that such correspondence and documents are checked for errors before passing to Legal Advisor.
  • To administer filing in correct dated order and on a timely basis. This will include daily filing and the opening, closing, storage and retrieval of client files in accordance with the detailed procedures contained in the Office Procedures Manual and Departmental Guidelines.
  • To prepare mail and enclosures for despatch, ensuring that all mail to be posted is given to the Legal Advisor with all relevant enclosures.
  • To arrange for all copying to be done, in person if administration staff are not available to undertake the task.
  • To make appointments, arrange meetings, book meeting rooms and to maintain an up-to-date diary for the Legal Advisor.
  • To provide support and guidance to other assistants as required and at all times work as a team player.
  • To attend clients both in person and on the telephone and to provide assistance in a professional and friendly manner in keeping with the firm’s standards for client care.
  • To ensure that any telephone calls are answered promptly by answering colleague’s telephones if they are not available and ensure that telephone messages are passed promptly and accurately to Legal Advisors.
  • To undertake any specific training when required to do so and overall to have a responsibility towards self-development.
  • To ensure the confidentiality of all the firm’s and client’s documentation and information.
  • To carry out the file opening procedures after the file is opened by the Legal Advisor by completing the relevant screens in the case management system and the administration i.e labels, file cards, risk assessment sheets.
  • To carry out copy typing of documents, amending and formatting complex documents such as wills, lasting powers of attorney or deputyship forms. 
  • To comply with the firm’s procedures and standards for correspondence and documents (including typing, saving and printing) and to make the best use of facilities including Proclaim and Word to ensure maximum efficiency.
  • To ensure that correct procedures relating to the storage and sending out of clients deeds and documents are followed at all times.
  • To ensure compliance with money laundering regulations.
  • To prepare invoices and complete Accounts documentation as and when directed by the Legal Advisor.
  • Maintain and prepare file reviews for Legal Advisor to do their weekly/monthly checks.
  • To prepare file closure forms and follow procedures contained in the Office Procedures Manual and Department Guidelines to ensure the files are given to the Administration team upon closure.
  • To prepare final engrossments of documents for execution.

PERSON SPECIFICATION

Qualifications           

  • Educated to GCSEs level - Essential
  • RSA Level 2 – typing (or equivalent) - Desirable

Knowledge    

  • Working knowledge of IT systems: MS Word and Outlook, digital dictation and CMS - Essential
  • Knowledge of Proclaim - Desirable
  • Familiarity with HMLR website - Desirable

Skills, abilities and competencies 

  • Excellent client service skills, with a calm and supportive nature which is sympathetic to client needs - Essential
  • Ability to work to tight timescales and under pressure - Essential
  • Excellent communication and interpersonal skills, both face to face and over the phone - Essential
  • Ability to work with initiative and minimum supervision - Essential

Experience    

  • Experience in audio and copy typing - Essential
  • Experience and competence in obtaining accurate messages from clients over the phone - Essential

Personal attributes  

  • Integrity to handle sensitive and confidential information appropriately - Essential
  • ‘Can Do’, flexible approach and team player - Essential
  • Demonstrate enthusiasm and commitment - Essential

About Us

Crombie Wilkinson is one of North Yorkshire's largest and most long-established firms. First established in the 1800s and in its current form in 1991, the firm now has offices in York, Selby, Malton and Pickering we are uniquely placed to serve the region with a comprehensive and high-quality legal service and we place much importance on our local knowledge, as well as our speedy and personal service and our down to earth approach.

We are an ambitious firm, with a set of values which are very important to us. These are Client Centred, Continuous Improvement, Citizenship and Community Focus.

We have high standards of client care, and we offer a service pledge to all our clients.

We are also passionate about developing our people and have a transparent career progression structure which is open to everyone in the firm.  Anyone who is ambitious, successful and keen to progress can apply for a promotion which is measured against a set of published criteria. These applications are invited each year. In addition, we are both Lexcel and Investors in People accredited.

Interested?

We offer a competitive salary and benefits package – which includes 25 days holiday (plus bank holidays) per year, career progression opportunities, health cash plan, death in service scheme, birthday off work and generous staff discounts.

We provide a fully supportive background to your Continuous Professional Development within a friendly team environment. 

Location: Ryedale offices – Malton/Pickering

Department: Private Client

Reports to: Head of Department/Directors

Hours of Work: Full time

To apply for this job vacancy we are advertising, please email your CV with a covering letter to hr@crombiewilkinson.co.uk