Operational Support Assistant - FTC 12 Months

Operational Support Assistant - FTC 12 Months

The Property Risks & Coverage team of Keoghs is seeking an Operational Support Assistant to assist with the internal management of this nationwide team, working alongside the Business Unit Director/Deputy Business Unit Director for the team, enabling it to be a highly effective and profitable business unit.

This role will also cover some Operational Support Assistant duties for the Healthcare team as may from time to time be necessary for the effective and profitable running of that business unit which will be holiday cover and will typically be limited to support required for BUD that cannot be delayed. The Operational Support Assistant for Healthcare will likewise provide support for Property Risks & Coverage during absences.

What we offer in return:

Salary discussed & disclosed on application, hybrid working 1 day per week in office remainder remote working, Health Care Cash Plan, Holidays 25 days plus 8 bank holidays (opportunity to buy & sell 3 days) increasing to 26 after 5 years’ service and to 27 after 10 years’ service, Death In Service - after 1 year, Employer Pension Contribution, Cycle to Work Scheme, Tech Scheme, Season Ticket Loan, Gym Flex

Key Accountabilities
Supporting the Business Unit Director/Deputy Business Unit Director, the role will include:

• New starter set up in Tracker and internal distribution lists for operational teams;
• Internal people change requests;
• Maintaining Sage and Dashboard with holidays requests, absences & other allowed time dispensation
• Provision of a monthly report detailing holidays taken in the previous month & forecasts for holidays in months ahead;
• Use of Power BI to complete internal MI requests;
• Provision of monthly/quarterly performance statistics for Lead lawyers/key stakeholders (if required);
• Collection of internal MI for new instructions and transferred files; settlements achieved; and performance against targets at individual lawyer, sub specialist and business area level;
• Collation of data on new instructions and transferred files, providing analysis;
• Diary management for Business Unit Director/Deputy Business Unit Director as well as arranging internal meetings;
• Diary and meeting management for other key stakeholders in the operational teams;
• Dealing with expenses requests (when requested by key stakeholders);
• Arranging client entertainment (when requested);
• Oversight/gatekeeping of the PRC New Instruction inbox, ensuring new instructions are opened/allocated within SLAs, promptly escalating to BUD/DBUD where necessary;
• Acting as PPC for PRC for new/transferred files and allocation queries, promptly escalating to BUD/DBUD where necessary

Supporting the Business Unit Director to ensure that both internal and external MI is accurate for Property Risks and Coverage:

• Ensuring caseloads are kept clear of settled files by prompting lawyers to complete the dispute resolution task where this has been missed;
• Completing ad-hoc MI related or similar tasks to meet client or internal requirements;
• Collecting details of recoveries across household, commercial and motor on a monthly basis;

Supporting all Client Account Managers and/or PPC’s for which lawyers in the Property Risks and Coverage team have files by:

• Collating missing and specialist MI (at principle, secondary and description work type levels) for monthly contractual reports together with liaising with lawyers (who remain responsible for completion of the MI) in respect of any missing or anomalous entries to ensure completion is timely and accurate;
• Preparation of specialist adhoc MI for the motor sub specialist PRC team;
• Preparation of the monthly Aviva construction report;

Working Hours
35 hours per week. Flexible working will be considered. Monday - Friday 9am - 5pm with 1 unpaid hour for lunch. This is a Fixed Term Contract until 31/05/2025

Essential Skills and Attributes:

• Minimum education standard of 5 GCSEs grades 5 or above or A-C or equivalent other qualification/experience
• Able to use Excel, Tracker and Business Objects
• Good telephone and communication skills with people at all levels inside and outside the business
• An ability to organise and prioritise tasks using initiative
• Calm under pressure with the ability to re-prioritise when required
• An ability to maintain attention to detail when dealing with repetitive tasks
• Self-confidence with good literacy and IT skills
• Good team worker with the flexibility to do what is required
• Ability to work effectively within the Keoghs Shared Behaviour framework

Required Soft Skills:
Personal Effectiveness

• Team Commitment : Values others perspective & builds effective working relationships
• Resilience: Demonstrates self-control; responds effectively to feedback to improve performance
• Passion for Growth and Improvement: Systematically improves performance & shares knowledge in order to drive improvement
• Embracing Change: Responds positively to change & is able to identify/suggest better ways of working

Business Focus

• Client Care: Works to add value for the team
• Decision Making: is able to prioritise & decide upon the most effective level of service delivery
• Commercial Insight: Considers and understands commercial implications

Values
Our culture is focussed on making Keoghs sustainable and successful for our people and clients, with this our four values are at the heart of everything we do.

We are connected
We are Dynamic
We are Innovative
We succeed together