Administrative Assistant (Clinical Risk) - Bristol inBristol inBristol PUBLISHED 11 SEP 2024

Job Introduction


Following an internal promotion,
DAC Beachcroft
has an exciting opportunity for an organised, effective communicator with excellent attention to detail to join our
Clinical Risk
team as an
Administrative Assistant.
This is a full-time, permanent role based in our centrally located Bristol office and will be office focused during your initial training period.

Reporting into the Secretarial Team Leader, the role provides administrative and file management support across the team. Work will come either directly from the lawyer or through the Team Leader or Secretaries. The role is accountable for establishing and maintaining an ongoing service-based relationship with the team they support recognising and translating the needs and expectations into a responsive service.

Part of the role also includes managing insurance claim notifications for med mal clients which requires updating / managing a spreadsheet and MI, and liaising with clients and the med mal team about the notification received.

We are a Disability Confident employer and guarantee to interview anyone with a disability, long term health condition or neurodiversity whose application meets the essential criteria for the role as set out in this advert.  If this applies to you contact 

We are happy to talk flexible working and have in place a Flex-forward working scheme. We would encourage you to talk to us about our approach to flexible working during the hiring process if you would like to explore this further.


Role Responsibility



Client Relationship Management

• Taking instruction to undertake admin tasks relating to client relationship management.
• Responsible for ensuring current knowledge of client specific protocols and processes, and building these into current practices.
  
  
  

Administrative

• File opening - ensuring matters are set up on case management system and accounts system in line with clients’ SLA.
• Undertaking conflict checks
• Handle confidential information in line with the firm’s data security protocols.
• Distributing new NHS instructions to other offices from VO Inbox
• Sending initial correspondence on new matters to Clients and NHS Trusts
• Registering CRU and all tasks relating to CRU and NHS Charges. Renewing certificates, settlement dates and notifying them on conclusion of the matter
• File management – updating case management system with key directions from court correspondence.
• File management – updating and maintaining all electronic files, ensuring documents are filed correctly and named in line with the business-wide naming convention.
• Uploading documents to client's case management system.
• Checking incoming post – ensuring saved to Visual Files, named correctly, shown to fee earner if applicable) and then put in to OGC or post cupboard
• Undertake all file closing/archiving procedures ensuring compliant at all times.
• Completing accounts forms to returning monies to client and third parties held in client account.
• Handling of financial information, invoice queries, logging invoices, completing forms for BACS payments
• Support for ad hoc duties
• Managing TPA notification inboxes and spreadsheets, including liaising with clients and fee earners.
  
  
  

Communication

• Liaising with fellow team members on workloads and ensure deadlines are consistently met.
• Liaising with and taking direction from your Team Leader and lawyers.
  
  
  

Financial

• Checking accounts systems
  
  
  

Processing

• Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with Team Leader where challenges arise.
• Checking client and internal data for accuracy.
• Ensuring compliance with firm wide/department policies and procedures.
• Responsible for checking post and/or emails and dealing with as appropriate ensuring all client related correspondence is appropriately filed in firm’s document management systems
  
  
  

Customer Service

• Attending team meetings.
• Liaising with lawyers and Team Leader to take instruction and liaise on work requirements.
• Regularly offer assistance wherever possible.
  
  
  

The Ideal Candidate

• Relevant office-based administration experience will be highly advantageous.
• An aptitude for administration management and processes, with experience of working with document management/case management systems.
• Intermediate knowledge of Microsoft Office.
• An effective communicator with the ability 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.
• 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 in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges.
• Experience using Microsoft Excel is essential.
  
  
  

About The Company


We're a leading international legal business with over 3,000 colleagues and a diverse range of capabilities. We're market leaders in insurance, health and real estate but with a full-service offering, including growing Financial Services and Tech capabilities. We represent a wide range of clients – from household names to government departments and NHS bodies. We act for nearly all of the top-20 UK and global insurers, we're market leaders in the provision of strategic, commercial and regulatory advice to providers and commissioners in the health sector, and in real estate we advise all of the UK’s top-five housebuilders.

We are a fast-growing inte