Job Description

Part‑time Administrative Assistant – Client Relationship & File Management

This part‑time role works Monday‑Wednesday 10:00‑16:00 and provides administrative and file management support across the practice. The assistant works directly for fee earners or through the Practice Assistants, establishing and maintaining a service‑based relationship with the team, recognising and translating needs and expectations into responsive service.

Key Responsibilities

• Liaise with Practice Assistants to support Client & Marketing scheduling of tender meetings, directory interviews, client training and other client related activities.
• Enter, maintain and update Interaction data – adding new prospects, clients and contacts, activities and business development information.
• Ensure current knowledge of client specific protocols and processes, building these into current practice procedures.
• Maintain file management – file opening and closing, updating and ensuring documents are filed correctly and named in line with the business wide naming convention and folder structures (both electronic and paper).
• Assist Practice Assistants with internal and external events, seminars and conferences – arranging registers, delegates, booking travel, printing/sending materials and arranging giveaways.
• Order all promotional goods and manage stock levels.
• Make room and taxi bookings as requested, organising hand deliveries and courier requests.
• Printing, copying, scanning of documents to support high volume jobs.
• Process post – scan, date stamp and add to the legal P drive; post received before 12:30 is processed the same day, anything after 12:30 (except urgent documents) processed the next day.
• Liaise with team members on workload, ensuring deadlines are consistently met and answering internal calls.
• Manage priorities and workload, liaising with Hub Leader/Legal Support Managers where challenges arise.
• Create and upload information to client data rooms as instructed by fee earners, Practice Assistants and Legal Support Assistants.
• Produce court bundles, both paper and electronic copies, ensuring the master bundle is correctly prepared in line with fee earner instructions and court rules; provide delivery methods and pre‑book as needed.
• Check client and internal data for accuracy.
• Ensure compliance with firm wide and department policies and procedures.
• Check post and/or emails and handle as appropriate, ensuring all client related correspondence is appropriately filed in the firm’s document management system.

Essential Skills & Experience

• Effective communicator, able to liaise with internal and external clients in a professional manner; striving to 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 of time with a 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 of working with document management/case management systems.
• Intermediate knowledge of Microsoft Office.

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 can excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity.