Administrative Assistant (Legal Team)

Please note:

1. This position is located in the UK, at the BAL London office.
2. Candidates must be legally authorized to work in the UK, as BAL will not be providing sponsorship for this position.

OVERVIEW:  Under the supervision of the Immigration Manager, the Administrative Assistant provides general administrative support to legal teams. This position ensures that documents are accurately prepared to meet deadlines and deliver client service to both external and internal clients.

PRIMARY RESPONSIBILITIES:

• Pull GV overview twice weekly to check:

1. data gaps at gov stage (firmwide mandatory fields and client specific as detailed by the IM) 
2. gaps in estimated and original start dates (new cases only – not renewals/ dereg)
3. reports notes over a week old
4. cases filed (gov) and not billed 
5. next actions have a date and none out of date more than 3 days, 
6. report notes make sense and no typos, 
7. standard wording about “on track for start date of”/ “on track for filing deadline/ expiry date/ delivery date/ departure”
8. IA capacity (under 35 cases in Start and Docs)

• Review cases prior to ebill approval to ensure:

1. manager pulls report weekly
2. all data completeness fields are in order
3. client specific billing fields  are complete/accurate
4. BALPoint contains mandatory documents
5. All government fees/ credit card receipts have been provided

• Follow up with the IAs for points 1 a-h and 2 a-d (above) and if not actioned by IA, then escalate to IM
• Complete monthly audit of tracking projects. Ensure every project has a tracking project open (use the GV Projects opened/ filed report) and tracked in 2 places
• Review documents on  BALPoint to ensure required documents are upload (2 files per IA per month). Obtain IM sign-off on uploaded documents; indicating completeness or specifying missing documents
• Open new projects and assign IA with next action for IA to update data and initiate. Report note to show that case initiation is received.
• Receive NP invoices and allocate to IA for approval, following up as needed
• Complete team expenses
• Draft engagement letters and complete the payment form
• Add queries to VB
• Responsible for keeping tracker up to date of received and raised invoices daily
• Maintain sickness and holiday tracking
• Assist with the initiation of new employees
• Track and report credit card expenses
   

SECONDARY RESPONSIBILITIES:

• Provide occasional support with data entry (mandatory fields)
• Provide occasional support with uploading to BALPoint
• Other duties as assigned

QUALIFICATIONS:

Skills and Abilities:

• General office clerical skills (e.g. phones, typing, filing, etc.)
• General knowledge of Microsoft Office Suite
• Ability to handle multiple assignments
• High attention to detail and accuracy
• Ability to handle heavy workloads
• Fluent in English language
• Excellent customer service
• Positive and friendly attitude

Experience:

• 1+ years work experience in an office environment 
• Experience working in immigration is preferred

Minimum Education Level:

• High School Diploma, or equivalent
• Degree is preferred
• Ability to speak additional languages preferred