Accounts and Admin Assistant

Gisby Harrison – Finance and Administration Team

The Gisby Harrison F&A team is responsible for the day-to-day administration of the financial affairs of the firm, which comprises 20 lawyers within a total of 46 staff.

The firm is predominantly based at Goffs Oak House but has 1 small branch office at Billericay.

The firm runs office and client accounts - compliance with the Solicitors Accounts Rules being of the utmost importance. The firm uses the Alphalaw Vantage software package which is designed to assist compliance.

Current Team members:

Finance & Administration Manager;

Accounts Manager;

Accounts & Admin Assistant - vacant;

Admin Assistant.

We wish to recruit a person to support the Accounts Manager. To undertake the duties set out below also to develop into working more closely with the Accounts Manager, to cover for her when she is absent on holiday and, in due course, to take responsibility for sharing more tasks with her such as daily bank reconcilliations.

Summary of tasks to be undertaken

1. Invoices:

• receiving invoices from lawyers, posting them on the Vantage system;
• informing lawyers of any apparent discrepancies/errors.

2. Posting Disbursements:

• Receiving e-mails from staff stating that court fees have been incurred on our HMCTS account. Posting these entries on the Vantage ledger.

3. Completion Statements for conveyancing transactions:

• checking on Vantage that all disbursements have been correctly put on the statement;

4. Preparing cheques to be paid out:

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• receiving cheque requests from lawyers;
• if the cheque is to be drawn on client account, checking on Vantage that sufficient funds are held;
• posting the cheque on the Vantage ledger;
• printing the cheque.

5. Checking CHAPS payments when money is being sent to our client – checking the information provided by the lawyer on the payment request against the information put on the banking system by Carol.

6. Dealing with ledger queries raised by lawyers – for example, explaining balances shown on the Vantage ledger at the end of a case to enable these to be cleared.

7. Dealing with daily costs transfers:

• running a Vantage report to highlight files where money is owed to GH and money is held in client account;
• printing the report for each lawyer and obtaining their authority to transfer the money;
• transferring the costs from Client to Office account.

8. Credit/debit card payments

• taking payment details either face to face or by phone;
• processing the payment using the card machine;
• posting the payment to the Vantage ledger;

9. Daily Banking:

• receiving cheques from staff – usually with paying in slips. Checking whether the money should be paid into office or client account. Posting the entry on the Vantage ledger;
• preparing the bank paying-in book;
• paying in cheques at the local branch of Barclays Bank.

10. Miscellaneous filing, including bills.

11. Assisting with file archiving when required:

• recording the file on Vantage as archived;

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• obtaining an archive reference from the spreadsheet and putting this on the file;
• putting the files to one side to be taken to Waggoners for storage.

12. Assisting with post and dx postal systems when required:

• collecting post from around the office;
• putting it into envelopes;
• weighing and franking post;
• recording any special post items;
• weighing, recording and stamping the dx;
• placing the envelopes into sacks ready to be sent out;
• providing the receipt slip to the lawyer involved.

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Job Type: Full-time

Salary: Up to £25,000.00 per year

Benefits:

• Company pension

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Waltham Cross: reliably commute or plan to relocate before starting work (required)

Education:

• GCSE or equivalent (preferred)

Experience:

• Customer service: 1 year (preferred)
• Administrative experience: 2 years (required)

Language:

• English (preferred)

Licence/Certification:

• Driving Licence (preferred)

Work Location: In person

Application deadline: 26/05/2023
Reference ID: Accounts