CLAYTON RECRUITMENT

Responsibility

• photocopying, Faxing, Printing & Scanning as and when required
• coordinating the sites day-to-day operations
• archiving / retrieval of client files
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• provide clerical support to our managers and employees
• manage / distribute incoming post ensuring that everything is saved to the correct file in iManage
• coordinate all daily administrative activities
• arrange special / recorded and by-hand post deliveries
• ensuring all documents have been uploaded and tagged in SharePoint
• collaborate with the firm’s central postal team and facilities team where necessary
• ensure all documents received from clients have been allocated to correct recipient
• manage weekly update of the Capacity Board
• obtaining and combining dates of availability for trial Counsel and Experts daily
• ensure all documents required by clients have been sent and recorded as appropriate
• collate updates for Marketing Week and send to the marketing Department
• resulting cases in court the same day
• coordinate with Head office regarding site documents required by accounts and H.R
• ensure calendars are available/up to date for all Com Lit meeting rooms
• opening client files upon receipt of instructions
• order and monitor all stationery supplies to ensure the office is regularly stocked enabling the busy office to function without disruption
• booking Counsel and Experts daily to attend all court hearings
• to be considered for this role you will be an experienced Administrator and available for a fairly quick start
• ensure photocopiers are in working order arranging engineers as and when required
• maintaining the firm’s approved register of Counsel and Experts
• if this role is of interest to you please submit your CV
• assist with any other duties for the Commercial Litigation Team as and when required
• chasing responses daily as instructed, from the courts, prosecution, police, GP surgeries, hospitals, clients, witnesses etc
• answering calls including taking new enquiry details swiftly but accurately from potential clients and transferring to case handlers to provide complex legal advice
• chasing & taking payments from clients, raising invoices
• dealing with outgoing mail ensuring that all mail is GDPR compliant, franked/stamped and that the correct method of postage is used
• drafting correspondence and documents daily to assist the case handlers
• contacting counsel and experts to chase up fee notes and invoices for fee earners
• downloading and organising electronic files in all formats/platforms
• make sure the meeting rooms are prepared when needed
• general administration to include scanning, filing, typing, handling telephone enquiries/requests and archiving
• archiving
• logging all hearing and other deadlines and maintain central diary daily with reminders
• maintaining records and spreadsheets of file location and performance stats
• provide refreshments for meetings
• make sure the meeting rooms are kept tidy
• getting the order to the Manufacturer
• office Maintenance
• keep the reception area clean and tidy
• document production, amending and creating documents from the standard templates in line with standards
• scanning in all post that comes into the office and taking post to the post box/office at the end of the day
• copying and scanning
• as Administrative Assistant you will be responsible for
• completing filing to ensure that files are kept up to date and accurate
• collating and sending briefs to counsel and/or chambers for all court hearings
• answering phones and fielding queries

Requirements

• work well under pressure and under unexpected deadlines
• excellent attention to detail
• at least 3 years’ legal/administrative experience is essential
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• IT literate
• at least 2 years’ experience using Proclaim or equivalent case management system is essential
• excellent time management and organisational qualities
• proactive and able to prioritise and manage deadlines
• excellent communication skills including telephone customer service
• good verbal and written communication skills
• adaptable to changing work tasks
• strong prioritisation skills – an awareness of urgency in the industry we work in
• able to work well on own or as a part of a team
• A positive mind-set/approach
• if you are interested please submit your CV
• enthusiastic, passionate & motivated by helping others
• reliable – punctual with an outstanding attendance rate
• resilient

Earnings for position administrator

Responsibility

• coordinate meetings to including room bookings, diary management, preparing agendas and reporting
• inputting invoice details as required each month into forecast
• general PA duties to 3 partners when required
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• monitor and manage office attendance
• raising of sales invoices on Synergist, and importing them onto Xero & cash flow
• ensure office is stocked on a daily basis. I.e. Stationary, food, cleaning supplies
• assist HoD in personnel matters where appropriate
• updating weekly cash flow forecast with all purchase invoices received, payments made
• manage departmental workflow
• reconciling 3 company bank accounts
• arrange travel and meeting room bookings for staff as required
• coordinate recruitment and departures working alongside relevant cross-departmental functions
• reconciling 3 company credit cards
• meet and greet clients for meetings, ensure the board room is set up
• coordinate operational functions of the department
• entering, reconciling and posting all staff expenses onto Synergist & Xero
• research and arrange office events including weekly AA meetings, ThinkSharp’s, Summer & Christmas parties, Annual Conference
• point of contact across all inter-departmental functions
• entering pension payments onto spreadsheet, and uploading onto AME & Aviva site every month
• liaise with landlords and suppliers we have contracts with, ensure up to date
• collaborate with compliance department to ensure our regulatory obligations are met
• updating, checking and approving payroll reports for Revell Ward
• liaise with Kaizen IT to ensure company equipment and software is updated. Co-ordinate Tech audits and monthly IT clinics
• checking of VAT report and submitting to Revell Ward
• oversee budgets and spend
• inputting supplier invoices onto Xero, and allocation to correct nominal
• assist with ad hoc secretarial tasks such as billing, file opening/closing
• paying suppliers on a weekly basis
• general Office environment : plants, cleaning, sufficient stock
• developing monthly financial statements including cash flow, profit and loss and balance Booking in job with the customer and fitters
• ad hoc assistance to HoD where necessary
• preparing financial statements showing business income and expenditure
• chasing debtors, and allocating cash accordingly
• manage ‘induction day’ for all new starters on their first day
• entering, and reconciling monthly petty cash spend onto spreadsheet & Xero
• manage gifts / meeting bookings / travel booking for client events / meetings
• attend weekly / fortnightly directors meetings and prepare the agenda, minutes of meetings and support directors to ensure outcomes are progressed
• recording any inconsistencies to help the Accountants reconcile inaccuracies

Earnings for position office manager

Responsibility

• you will be responsible for the smooth day to day running of Front of House
• this includes call handling, meeting and greeting clients, processing post , meeting requests and payments
• reception and taking care of Front of house / Client areas
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• in addition the role will involve working within a team assisting with administrative tasks for the business
• call handling on Reception, meeting and greeting clients and setting up meeting rooms
• opening, filing and distributing office post
• greeting clients and third-party professionals upon arrival
• booking meetings and arranging car parking for visitors
• our client is an is an ambitious innovative proactive law firm, which has offices in Altrincham, Leeds, Lymm and Manchester, and are currently looking for a Receptionist / Administrative Assistant for their Altrincham office
• provide general administrative assistance for the business
• organising catering and providing refreshments to meeting attendees
• the role will involve being the face of the office and ensuring that their clients received first class service, whether this is in person or over the phone
• scanning and archiving files, deeds and documents
• maintaining the reception area and facilities within that area
• assistance in original documents and deeds storage and collection
• booking taxi travel for both internal and external personnel
• completing weekly fire checks
• assisting and supporting the team in various administrative tasks, such as opening and closing physical and electronic files
• you will be reporting to the Operations Manager, who will support you, enable you to work to the best of your ability and realise your potential within a supportive, entrepreneurial and ambitious environment
• ensuring office stock and communal areas are kept tidy, and up to date. You will also be responsible for controlling stationary spend
• as ‘Front of House/Receptionist’ you will provide support to the business and its employees in ensuring that clients and third-party professionals feel welcome when visiting the offices

Requirements

• sound academic background with excellent communication skills
• understanding of Office Management systems
• previous Reception or Customer Service experience
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• strong time management skills
• ability to multitask skills
• ability to multitask
• problem solving skills
• strong organisational skills
• strong attention to detail
• ability to work well in a team
• professional and friendly
• if you are interested in this role and are available at short notice please submit your CV

Earnings for position receptionist

Responsibility

• to quote for legal services and maximise the conversion rate from new enquiries into new business for the Firm
• to respond to incoming enquiries from potential clients
• our clients are a successful Law Firm with offices across the North, but whose roots are firmly based in Lancashire and offer the full range of legal services to individuals, commercial clients, and a number of specialist sectors, and are currently looking for a New Business Executive for their Blackburn Office
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• answer questions from potential clients with accuracy and confidence
• this is a full-time role working 36.25 hours per week, Monday – Friday, 9am to 5pm, with the option for hybrid working available
• the New Business Unit focuses on providing potential new clients with informed and professional responses to new enquiries by telephone and e-mail
• to gain and maintain excellent knowledge of the legal services offered by the Firm
• the department’s primary focus is to build trust and have empathy with all clients, in order to provide a professional service, based on the clients’ individual circumstances, with the aim of building a long-lasting relationship with every client
• to quote, if applicable, for the legal services to be provided
• the purpose of this role is to respond quickly and efficiently to all incoming enquiries, to assess the needs of the potential client and subsequently establish if the Firm are able to assist
• to convert as many new enquiries as possible into new business
• to proactively cross-sell when appropriate for the clients’ needs
• to make comprehensive and accurate notes of the nature and background of the enquiry, to include asking questions to understand the requirements of the client
• have the ability to build rapport and trust with potential clients
• to assess if the Firm are able to provide legal assistance and if so, to convert the enquiry into new business for the firm
• to maintain the highest of client care standards
• to take responsibility for your own performance

Earnings for position new business executive

Responsibility

• my clients are a Firm of Chartered Accountans based near Clitheroe and are looking to recruit a Payroll Manager
• this is a full time permanent role
• if you are interested and have the relevant experience please submit your CV
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• hybrid working – 2 days per week working in the office
• act as point of contact assisting employees and answering any queries on their payroll amounts and positions
• 35 hours per week – Monday to Friday – Flexible and agile working environment
• completion of all monthly / annual statutory payroll data returns to HMRC, Pension companies etc
• 25 days holiday allowance plus bank holidays
• you will be Managing Payroll Bureau, have good customer service, end to end payroll experience with CIS and Auto Enrolment on Sage Payroll Bureau, you will be reviewing work and have an understanding of up to date payroll laws
• my clients are a leading consumer law firm and are currently looking for a self-motivated, dynamic Payroll Manager who has strong mathematical and financial skills, previous management experience and a flexible approach to work
• this is a forward-thinking role where you will have the opportunity to shape the payroll team and implement improvements to the business payroll processes
• buy and sell annual leave up to 5 days
• employee Referral scheme with payments of up to £2,000 per referral
• this is a fantastic opportunity to join a very successful law firm, there is a very attractive salary on offer and the benefits you would expect from a firm such as this…
• group Incentive Plan
• preparation of monthly payroll for c800 employees including management of payroll assistant to ensure all updates / amendments carried out accurately and payroll summaries / net pay schedules provided to Finance Director / Head of Financial Reporting to deadlines each month
• employee Assistance Programme where you can access free webinars for stress awareness and counselling sessions
• ensure all required legislation updates are applied and correctly administered as and when required
• are you an experienced Payroll Manager looking for a new opportunity? Do you have experience of running and managing the end-to-end payroll process? Do you have up-to-date knowledge of legislative requirements, statutory payments and auto-enrolment processes? If so, then we may have the perfect role for you
• participate in regular review meetings with HR/Payroll to discuss processes / information provision and work together to develop and improve these moving forward
• health and Wellbeing Programmes and apps including gym discounts, private medical insurance, cycle to work scheme, meditation sessions and much more
• demonstrates continuing development to keep up to date with changing statutory requirements
• workplace pension

Earnings for position payroll manager