File Closing Assistant

We are currently seeking a motivated File Closing Assistant to join us on a fixed term contract for an initial period of six months.

The successful candidate will play a pivotal role in ensuring the efficient and accurate closing of client files, contributing to our mission of providing first-class legal support. You will join a team that values integrity, excellence, and the dedication to justice that has defined Hodge Jones & Allen since its inception.

This position offers a unique opportunity to be an integral part of a firm that stands by its clients during significant events in their lives, while fostering a supportive work environment that encourages professional growth and development. If you are looking for a challenging role within a reputable firm that values its employees and clients alike, we invite you to apply for this position.

Responsibilities

• Review and manage the closure process of client files in accordance with firm policies and procedures.
• Ensure all necessary documentation is collected, organized, and filed appropriately before closure.
• Assist with the firm’s file destruction procedure for both electronic and paper files.
• Communicate with clients and internal teams to ensure all outstanding tasks are completed prior to file closing.
• Assist with checking ledgers to ensure matter balances are cleared before file closing.
• Maintain accurate records of all closed files for future reference and compliance.
• Support the legal team in archiving closed files and managing digital records effectively.
• Participate in regular audits and contribute to continuous improvement initiatives related to file management.
• Working with the firm’s GDPR officer and Facilities Assistant, as necessary with compliance on file closing and archiving.

Requirements

• Proven experience in a similar administrative or legal support role.
• Strong organisational skills with a keen attention to detail.
• Ability to manage multiple tasks and prioritise effectively in a fast-paced environment.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (particularly Excel) and case management software.
• Knowledge of legal procedures and terminology is desirable but not essential.
• Strong interpersonal skills and the ability to work collaboratively within a team.

Hours of Work

Core office hours will be 9.30am to 5.30pm, 5 days per week. Taking account of the nature of the role, a degree of flexibility will be required so as properly to fulfil the responsibilities and duties associated with the position.

This is an office-based role.

Salary is London Living Wage.

Operating from modern Central London premises, Hodge Jones & Allen LLP are a highly regarded firm. We offer good prospects, training and IT facilities.

Please apply by sending a covering letter, CV and salary expectations to Alisha Patel at alishapatel@hja.net.

Unfortunately, due to the high volume of applications, we are unable to respond to all candidates. If you are successful, a member of the team will contact you directly. If you do not hear from us, please assume that your application has been unsuccessful.