Billing and Matter Administrative Assistant

Department/Division: People, Reward and Mobility
Duration: 12-month FTC
Location: Milton Keynes or Scotland
Reports to: Practice Support Workflow Co-ordinator
Type of Role: Hybrid
Reference no.: 9234

The Role

Role Purpose

Provide proactive administrative and financial support to a People, Reward and Mobility (PRM) team, focusing on client onboarding, matter management and billing. The role ensures smooth operation of finance-based processes, working closely with the accounts team and fee earners to deliver a first-class client service.

This position offers excellent exposure to client account management, billing systems, and cross-functional collaboration, with clear scope for training and development.

Responsibilities

Financial Administration 

• Manage the end-to-end billing process using systems such as 3E, LegalEye and Helix Legal Front Door.
• Generate and review WIP and pricing reports; check rates, correct errors, and ensure compliance with client-specific billing protocols.
• Prepare billing proposals and invoices; liaise with the accounts team and fee earners to resolve billing queries and ensure timely submissions.
• Monitor budgets versus spend, following up on approvals and alerting fee earners at key thresholds.
• Record and reconcile disbursements; assist with processing third-party invoices.
• Support multi-jurisdictional projects by coordinating hours updates and preparing monthly retainer invoices.
• Attend internal billing meetings and maintain accurate billing documentation and trackers.
• Chase purchase orders and ensure invoices are logged, approved and sent promptly.

Client Onboarding & Matter Administration

• Support matter opening, including conflict checks, AML verification and engagement letters.
• Complete and update matter information across internal systems (Helix, KCDC, Repstor, ET trackers).
• Assist with onboarding forms (NBIs), contact lists and initial documentation for new matters.
• Track matter progress and ensure data consistency across systems.
• Monitoring mailbox for new instructions, budget approvals and checking they match the AOI and sending to fee earner.

General Administration & Team Support

• Organise workload to meet strict billing deadlines and client reporting cycles.
• Attend team and client meetings, recording action points as required.
• Provide support to the wider PRM team to ensure service continuity.
• Assist with ad hoc administrative or finance-related tasks as needed.

Personal attributes

• Strong organisational, numerical and administrative skills.
• Excellent attention to detail and accuracy.
• Calm, reliable and adaptable under pressure.
• Confident communicator, able to liaise effectively with fee earners and finance colleagues.
• Process-driven with the ability to follow workflow maps and compliance requirements.
• Proficient in relevant systems (3E, LegalEye, Helix, Repstor, ET tracker).
• Team-oriented with a proactive approach to learning and improvement.

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.