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Part time role: Wednesday-Friday 09:00-17:00
The role provides administrative and file management support across the team. Work will come either directly from the fee earner or through the work allocated by the Practice Assistants. The role is accountable for establishing and maintaining an ongoing service‑based relationship with the team they support by recognising and translating needs and expectations into a responsive service.
Key Responsibilities
* Liaise with Practice Assistants (PA) to provide support to Client & Marketing for scheduling tender meetings, directory interviews, client training, etc.
* Liaise with Practice Assistants to enter, maintain and update Interaction – adding new prospects, clients and contacts, activities and business development information.
* Responsible for ensuring current knowledge of client‑specific protocols and processes and building these into current practice’s workflows.
Administrative
* File management – updating and maintaining all files, ensuring documents are filed correctly and named in line with the business‑wide naming convention and the correct folder structures are adopted (both electronic and paper).
* File opening and closing – matters are set up on the relevant document/case management system. Undertake all file closing/archiving procedures ensuring compliance at all times.
* Assisting the Practice Assistants as directed in the organisation of internal and external events, seminars and conferences – responsible for arranging registers/delegates, booking travel, printing/sending materials, arranging give‑aways, ordering promotional goods and ensuring stock levels, making room and taxi bookings, organising hand deliveries and courier requests, printing/copying/scanning documents for support with high‑volume jobs, and processing post and email correspondence following firm procedures.
Communication
* Liaising with team members on workload and ensuring deadlines are consistently met.
* Answering internal calls for other team members.
* Taking direction from Hub Leader, Practice Assistants and Legal Support Assistants.
Processing
* Managing priorities and workload to meet deadlines and liaising with Hub Leader/Legal Support Managers where challenges arise.
* Creating and uploading information to client data rooms, in line with instructions from fee earners, Practice Assistants and Legal Support Assistants.
* Producing court bundles (both paper and electronic copies), ensuring the master bundle is correctly prepared following fee‑earner instructions and court rules; coordinating with central copy team for printing/copying of master bundles and pre‑booking suitable delivery methods.
* Checking client and internal data for accuracy.
* Ensuring compliance with firm‑wide/department policies and procedures.
* Managing post and/or email correspondence and ensuring all client‑related correspondence is appropriately filed in document management systems.
Customer Service
* Attending team meetings.
* Liaising with fee earners, Hub Leaders and Legal Support Managers to take instruction and liaise on work requirements.
* Consistently and appropriately updating service users on progress where appropriate.
* Regularly offering assistance wherever possible.
Essential Skills & Experience
* Effective communicator, able to liaise with internal and external clients in a professional manner and provide exceptional service at all times.
* Good organisational skills and ability to manage own time effectively within a fast‑paced environment.
* Conscientious, taking personal responsibility for own work and accountability for its delivery and quality.
* Positive can‑do attitude with the ability to adapt to change.
* Excellent attention to detail.
* Customer/client service focused.
* Proactive, professional and flexible approach to work.
* Keen to develop over a period with willingness and ability to learn.
* Excellent team player, sharing team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges.
Technical Skills
* Relevant office‑based administration experience.
* Aptitude for administration management and processes, with experience working with document management/case management systems.
* Intermediate knowledge of Microsoft Office.
When you work at Clyde & Co, you join a team of 500 partners, 2,400 lawyers, 3,200 legal professionals and 5,500 people in nearly 70 offices and associated offices worldwide. Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for both our clients and our firm. We work as one, excel with clients, celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realise their potential, using its legal and professional skills to support its communities. We do this through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment, including through our commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets.
We offer a range of tailored benefits and support, including healthcare, retirement planning and wellbeing initiatives.
Clyde & Co is proud to be an equal opportunities employer. Our core values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity.
Please take a moment to read our privacy notice carefully. This describes what personal information Clyde & Co (we) may hold about you, what it’s used for, how it’s obtained, your rights and how to contact us as a data subject.
If you are submitting a candidate as a Recruitment Agency Partner, it is an essential requirement and your responsibility to ensure that candidates applying to Clyde & Co are aware of this privacy notice.
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