Administrative Assistant

Department: Banking 
Duration: Permanent
Location: London
Reports to: Practice Support Workflow Co-ordinator 
Reference no: 6194

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).

Responsibilities

Key Areas of Responsibility:

• Financial Administration (70%)
• Organisation and Planning 
• Business Development and Client Relationship Management 
• 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.

Financial Administration (70%)

• Being responsible for workflow tasks such as:
  • liaising with the Head of Derivatives and Legal Delivery Centre paralegals to discuss conflicts and billing queries;
  • updating and maintaining the billing trackers for various Derivatives clients;
  • contacting clients to collect necessary billing information Update Partner on unbilled fees;
  • running the narratives from the system and give to the Practice Support Executive and Fee Earners;
  • attending internal meetings with the Practice Support Executive;
  • printing WIP reports and billing guides for the team;
  • closing relevant files from the WIP list;
  • preparing file closure forms;
  • liaising with the billing team, producing the relevant documentation and reports and prompting fee earners to complete all necessary paperwork;
  • preparing and assisting with client communication;
  • preparing billing administration;
  • working closely with the accounts team, being part of any change programme as and when billing processes change.
• Supporting fee-earners with closing InTapp entries and assisting with narratives where required.
• Processing expenses/invoices using Chrome River.

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. 

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 over 80 countries, Dentons helps you grow, protect, operate, and finance your organization 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

Diversity & Inclusion

Essential to our success as a global law firm is our ability to attract and retain the best talent from a diverse range of backgrounds. We want a work environment where everyone can reach their potential and we have an inclusive culture which respects individual differences.

We undertake and support a number of internal and external initiatives aimed at increasing diversity within the profession and we encourage all our partners and staff to get involved. We welcome you to learn more about diversity and inclusion at Dentons. Inclusion and Diversity

Equal Opportunities

Dentons is committed to providing equal opportunities for all. We welcome applications from candidates with disabilities and support those in the workplace who have a disability. During the application process, any applicant has the opportunity to tell us about any adjustments they may require during the application process. Any disability disclosure will be dealt with confidentially and sensitively and if you want to speak directly to a member of our team, 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.