Client Services Administrator

Charles Russell Speechlys LLP; Guildford; Hybrid; GBP 22,000 - GBP 28,000; Full time

Job summary

A law firm in the UK is seeking an Administrative Support position to provide exceptional service to internal clients. The candidate will manage post deliveries, assist the Finance team with tasks, and ensure compliance with legal standards. The role requires a minimum of 6 months' administration experience, GCSEs in maths and English, and a strong customer service ethos. This position also offers a hybrid working model, allowing flexibility based on role requirements.

Qualifications

• Minimum of 6 months administration experience.
• Strong customer service ethos with a proactive approach.
• Ability to communicate effectively with internal clients.

Responsibilities

• Provide timely updates to internal clients.
• Manage internal and external post deliveries.
• Assist Finance team with receipts and invoices.

Skills

Customer service experience

Verbal communication

Written communication

Attention to detail

Organised

Team player

Education

GCSEs graded A to C including maths and English

Job description

The Internal Client Services (ICS) team is led by Vicki Napolitano, Director of IC, with Claire Phillips, Head of IC and Aimie George, Manager of IC, managing the secretarial team. The structure is comprised of:

• Divisional Managing Partner EAs (EA)
• Client Services Leads
• Client Services Personal Assistants (CSPA)
• Client Document Specialists (CDS)
• Client Services Administrators (CSA)

The CSA team operates as part of a centralised hub, providing dedicated support to all practice areas across the office. The team is overseen by a CSA Lead, who offers line management support and ensures that the service delivered consistently meets the Firm’s high standards of excellence. This structure ensures that CSAs are fully utilised, gaining valuable exposure to a wide range of legal practice areas and business functions. In turn, this fosters their personal growth and professional development over time.

Roles and Responsibilities

Customer Service Excellence

• Proactively develop solutions to ensure a consistently exceptional service experience.
• Provide timely and relevant updates to our internal clients on the progress and status of tasks.
• Collaborate with our internal clients to offer support and guidance wherever possible.

Administrative Support

• Manage internal and external post deliveries and arrange courier services as required.
• Oversee file closing procedures, including archiving and retrieval processes.
• Handle tasks such as photocopying, printing, scanning, binding, and filing.
• Assist the Finance team by accurately submitting receipts, cheques, and invoices within the financial system
• Submitting 3E payment requests & expected funds forms
• Producing court bundles alongside the CDS team
• Maintaining and updating client specific records as required.
• Conducting basic Land Registry searches.
• Retrieving company details (e.g., registration numbers, addresses, directors) from Companies House.
• Adhoc projects upon request as needed.
• Completing other practice specific administrative tasks as needed.

General Responsibilities

• Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles.
• Undertake ad hoc duties as requested to meet business needs.

Person specification

• A minimum of 6 months administration experience.
• GCSEs graded A to C to include maths and English (or equivalent level of qualification).
• Solid customer service centric experience and work ethic.
• A strong customer service ethos, with a proactive and solutionsfocused approach.

Competencies

• Excellent verbal and written communication
• Communication
• Proactive Team Player
• Organised
• Good interpersonal details with the ability to adapt style and approach
• Attention to detail and accuracy

Hybrid working - We adopt a hybrid and flexible working approach, dependent on the requirements of the role and subject to manager approval.

For a detailed specification please download the job description in the documents section of this page.

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