Admin Assistant - Aviation

Owen Reed
13 Apr 2017
13 May 2017
Contract Type
Full Time
Administration Assistant - Aviation

Owen Reed are recruiting for a Administration Assistant to work within the Aviation Team.  The Administration Assistant will provide administrative support and case management support for work in relation to the Claims Team who act for a number of airlines in respect of all passenger claims.  This role involves defending or settling a large number of claims on a rolling basis.  The Administration Assistant will have a  close liaison with partners, associates, admin and legal assistants within the wider Aviation team.

Key Responsibilities of the Administration Assistant
The role involves managing all administrative tasks on the matter.  These include:
• Forwarding new claims received from the client to the appropriate fee earner, ensuring a record is kept of which fee earner is dealing with each case.
• Updating case details in the matter’s master schedule.
• Preparing schedules for the purposes of batch settlements on a weekly basis.
• Checking upcoming deadlines and preparing weekly task lists for the team.
• Checking outstanding settlement payments due from the client and preparing correspondence to be sent to the client regarding same.
• Filing acknowledgements of service
• Liaising with the Court, Client and Claimant

General Administrative Responsibilities
• Create new files on the system, opening new file folders and label accordingly.
• Return or add documents to existing client files
• Data entry into the practice management system to log and record documents.
• Undertake all file management and file housekeeping procedures to ensure filing is constantly up to date.
• Undertake all file closing procedures.
• Process archive retrieval requests.
• Maintain all filing and work areas in a tidy and orderly manner.
• Arrange for couriers to be sent.
• Data entry: enter, maintain and update client details and relevant information on the firm’s contacts system
• Undertake all large and small copying requests.
• Bind and finish copied work as appropriate.
• Printing and scanning documents/correspondence to the DMS as required (also scan documents to the system ready for e-bible production).
• Any ad hoc duties as requested by the business.

Essential Skills, Qualifications and Experience required
• 12-18 months experience gained within a comparable admin role/legal environment.
• Excellent interpersonal and communication skills, both oral and written.
• Basic drafting skills where case handling correspondence is required. 
• High level of accuracy and attention to detail.
• Excellent organisational, time-management and prioritisation skills.
• Ability to work effectively under pressure and multi-task between projects both within the department and as a fee-earner.
• Intermediate Microsoft Office Suite skills to include: Word, Excel, PowerPoint and Outlook.
• Strong literacy and numeracy skills.
• High levels of professionalism, confidentiality and discretion in the handling of all client relationships both internal and external.  
• Good time keeping, personable, friendly and approachable disposition.

For more information on this role please contact Jane Alexander