Fees & Administrative Assistant

Overview

To provide at all times an effective fee collection and Administration service to all members of Chambers as part of the fee collection and Administration team.

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Main areas of fees collection responsibility

• Recording payments received via the Chambers’ Barclays account and correctly assigning them to the relevant case files using the LEX system.
• Issuing fee notes (invoices) on a regular and timely basis.
• Sending reminder fee notes when payments are overdue.
• Updating the LEX system with responses from clients or solicitors, following up as needed, and handling any related admin tasks that come up.
• Referring any non-payments, fee disputes, or expected delays in payment to the Fees Manager promptly.
• Making sure any agreed monthly billing or invoicing schedules are followed accurately.
• Processing fee payments within the LEX system.
• Keeping case types and related data on LEX accurate and up to date.
• Preparing and sending VAT receipts to clients.
• Processing refunds to clients when necessary.
• Following Chambers’ agreed procedures for collecting fees at all times.
• Supporting the Fees Manager and Executive Director with other administrative tasks as required.

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Main areas of Administration responsibility:

• Providing first line support in respect of the on-going management of Chambers’ facilities – e.g. re-organising conference/function rooms as and when necessary; reporting facilities problems (e.g. electrical and plumbing) to our maintenance contractor and landlord (Lincoln’s Inn) and ensuring their timely resolution.
• Assisting as and when required in room moves for individual barristers
• Undertaking daily stationery checks and ensuring sufficient stocks of stationery are maintained at all times, both generally and across all of the various stationery points in chambers. Undertaking a daily check of all photocopiers to ensure adequate paper stocks and overseeing the provision of sufficient toner cartridges for all of chambers’ printers and copiers;
• Dealing with any reported issues in respect of chambers’ main copiers and either resolving the issue or ensuring that the necessary assistance is requested from the relevant support company;
• Undertaking daily checks of chambers’ water coolers in order to ensure timely replenishment of water bottles;
• Day-to-day assistance in ensuring chambers complies with current legislation. (e.g. assisting with risk assessments and fire safety checks as required);
• Assisting with any other tasks as reasonably requested by the Fees & Administration Manager and/or Executive Director.

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Benefits

• Payment of reasonable travel costs
• Performance-linked bonus
• Private medical insurance
• Workplace pension
• Annual holiday allowance