Administrative Assistant

Duration: Permanent- 3 Days a week
Location: Edinburgh
Reports to: Practice Support Workflow Co-ordinator
Type of Role: Office Based

Reference Number: 7465

Team: Real Estate

The Role

To provide support to our Practice Support Executives to deliver a first class service focusing on process based tasks/activities and general administrative support to our fee-earners and Practice Support Executives (PSEs).

Please note this will be working 3 days in total based in the Edinburgh Office.

Responsibilities

Key Areas of Responsibility:  

• Routine Organisation and Planning
• BD and Client Relationship Administration
• Financial Administration
• Matter Opening Administration
• General Administration

The role is intended to embrace a team-working approach, collaborating with every other member of the team to ensure the overall needs of the business are met.

The role offers excellent experience, training and genuine career development prospects.

Organisation and Planning

• Scheduling routine diary arrangements.
• Booking meeting rooms and arranging video conference calls.
• Arrangement of routine travel arrangements.
• Obtaining and arranging foreign currency.
• Set up and maintain paper and electronic filing systems.
• Routine Email filing with supervision from the PSE.
• Interface with other business services teams and ownership of resolving any routine business operations problems.

Business Development and Client Relationship Management

• Supporting internal processes to ensure CRM databases up to date (Interaction, Credentials database).
• Supporting administration for events, eg, preparing badges, in collaboration with the PSEs and Business Development. 

Financial Administration

• Assisting with billing process (using Flosuite as required) including completion of narratives.
• Supporting fee-earners with closing InTapp entries and assisting with narratives where required.
• Processing expenses/invoices using Chrome River.
• Supporting post completion of matters (e.g. preparing completion statements, arranging transfer of funds)

Matter Opening Administration

• Supporting completion of NBI forms.
• Arranging routine conflicts and AML checks.
• Ensuring all parties lists and contact lists are prepared and kept up to date.

These key areas may vary according to the practice requirements.  Additional tasks may include: 

General Administration 

• Production of engrossed documents (including getting annexures together) (non-chargeable) 
• Minor copying, scanning, printing tasks.
• Physical preparation of files, bibles, bundles of documents (hard copy or electronic) including pagination and indexing (non-chargeable)
• Deeds scheduling (non-chargeable). 
• Archiving/retrieving files.
• Ordering stationery.
• Ordering business cards.

Personal attributes

• Ability to follow process workflow maps.
• Flexible and adaptable approach to work.
• Reliable and calm under pressure.
• Good organisation, communication and administrative skills.
• Good eye for detail.
• Strong time management skills.
• Willingness and enthusiasm to work with and support teams and practice group. 

Firm Profile

Across more than 80 countries, Dentons helps you grow, protect, operate and finance your organisation by providing uniquely global and deeply local legal solutions. Polycentric, purpose-driven and committed to inclusion, diversity, equity and sustainability, we focus on what matters most to you. www.dentons.com

Inclusion and Diversity

We are committed to building an inclusive culture here at Dentons where our people can thrive, regardless of their background or circumstance. As well as being the right thing to do, it makes good business sense too. A richness of backgrounds, experiences and perspectives helps us best serve our clients and the communities in which we operate. You can find out more about inclusion and diversity at Dentons here: Inclusion and Diversity.

Equal Opportunities

Dentons is committed to providing equal opportunities for all. We welcome applications from everyone including of any age, ethnicity, religion, sex, sexual orientation, gender identity, nationality, neurodiversity, disability, or with parental or caring responsibilities. We also offer flexible working hours.

During the application process, all applicants have the opportunity to tell us about any adjustments or support they require so they are able to perform at their best. Any information you share with us during the application process is treated in confidence.

If you have any questions about this or the role criteria, please email recruitment.matters@dentons.com. 

NO AGENCIES PLEASE

If you are interested in applying for this position, we welcome direct applications via our careers page, but if you have any questions beforehand, please email  recruitment.matters@dentons.com. Enquiries only please – applications will not be accepted via email.

Please note that we will not accept unsolicited CVs sent to the business, nor will we accept any associated terms of business.