Team Administrator – private client team (part time)

  • Posted

We are looking for a team administrator to provide administrative assistance to the Private Client team.

This role will involve significant client interaction, both over the telephone and in person, with particular emphasis on dealing with new clients and ensuring relevant compliance documentation is obtained for file-opening purposes.

This is a part-time role working from Monday to Wednesday, 9:00 am to 5:15 pm.

Key responsibilities

Activities will be varied and will include, but are not limited to, the following:

  • Interacting with clients over the telephone and face-to-face regarding new enquiries
  • Processing all new enquiries and directing to relevant fee-earner
  • Carrying out full compliance checks on new clients
  • Inputting new client details into the document management software
  • Completing Accounts chits and requesting cheques
  • Filing letters, emails, notes and documents on clients’ files
  • Printing and filing documents from our outsourced typing
  • Archiving files identified by the fee earner, to include:
    • Check Office/Client account balances are clear
    • Check if any disbursements are outstanding
    • Write off WIP time outstanding
    • Fillet files – remove account slips, cheque requisitions, fax confirmations, excess draft documents
    • Print archived accounts details and digital storage sheet
    • Remove completed matters from the practice database and send the file for storage
  • Organising departmental meetings including meeting room bookings and if appropriate organising refreshments.
  • Arranging retrieval of files, deeds and Wills from storage and preparing receipts in relation to this
  • Delivering items around the office
  • Dealing with unclaimed post
  • Assisting with any Private Client marketing administration
  • Such other tasks are as allocated

Skills and attributes

  • Solid administration experience is essential
  • Previous administration experience gained in a professional, office environment would be preferable.
    Good written and verbal communication skills
  • Computer Literacy in relevant software packages
  • Organisation skills including the ability to prioritise work
  • Accuracy and attention to detail.
  • Good time keeping
  • Initiative
  • Ability to follow instructions given
  • Ability to cope with pressure and maintain a calm manner at all times

To apply for the role please send your CV to Alexandra Langley – recruitment@debenhamsottaway.co.uk

Recruitment Agencies

We operate a preferred supplier list for all permanent, contract and temporary recruitment.

If you are interested in being part of our PSL, please email us and we will supply you with a copy of our terms.

We ask you not to send CVs or terms of business to or make contact with our staff, management or partners outside of HR, unless you have been authorised by our HR team to do so.

Any CVs sent contrary to this policy will will not be accepted as introductions in accordance with any terms of business that are sent to us and/or our terms. We reserve the right to make direct contact with the candidate without entering into your TOB. Agencies who are part of our PSL found bypassing this process may result in us terminating our working relationship with you.

All CVs need to be sent to Alexandra Langley at our recruitment email address – recruitment@debenhamsottaway.co.uk

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