Administrative Assistant

Arcadia Trust Group (ATG) is a multi-disciplinary practice which majors in the trust, tax and probate space. It has three operational divisions:

Legal. Our legal team is an SRA regulated solicitors’ firm which specialises in private client and trust work. Its team of lawyers and legal assistants deal with structural tax planning, trust and other entity creation and restructuring, probate and estate administration alongside the drafting of wills and powers of attorney.

Accountancy. Our trust and tax team specialises in trusts. With around 800 trusts under its stewardship, our trust and tax team deals with trust and estate accounting and tax for clients of the broader group as well as a number of third party firms who enter into outsourcing arrangements with the team. The accountancy unit has been recognised by its peers in three years out of the last four, having won the STEP award for midsized accountancy firm of the year and having been nominated twice.

Fiduciary. Our trust corporation acts as trustee and executor for clients of the broader business as and when required and is an active member of The Association of Corporate Trustees

Based in Alresford in Hampshire and on the Somerset Levels, ATG is in a dynamic growth phase. ATG’s five-year strategy projects that the business will grow exponentially in the coming years. This continued growth has opened up an opportunity for a talented individual to join our Alresford office to help support the client teams.

Overview

We are looking for a capable and proactive Administrative Assistant to join our Alresford office. This is a role suited to someone who is organised, thorough, and keen to learn about the workings of a busy professional practice. The role supports the legal, accounting and administrative teams across client onboarding, document management, billing, and general office administration.

Key Responsibilities

Client Take-On & Compliance

· Prepare new client files and assist with onboarding processes.

· Manage client identification and AML checks (using DocuSign and other systems).

· Ensure all required documentation is complete and stored correctly before work commences.

File Maintenance & Closure

· Maintain orderly and accurate electronic files.

· Assist with archiving and closing of completed files in line with procedures.

· Update file registers and ensure all file movement is logged.

Billing & Financial Administration

· Draft and issue client bills in accordance with instructions from client teams.

Reception & Client Contact

· Answer incoming telephone calls in a professional and helpful manner, taking accurate messages and redirecting calls appropriately.

· Greet clients and visitors to the office, maintaining a friendly and professional front-of-house presence.

Post, Scanning & Document Management

· Open, scan, and distribute incoming post each day.

· Prepare and send outgoing post.

· Ensure all incoming documents are correctly filed to the case management system.

Storage & Records

· Maintain and organise secure storage of original deeds, wills, and other client documents.

· Keep registers up to date and assist with document retrieval requests.

General Office Support

· Provide general administrative support to lawyers and the wider team as needed.

· Assist with office supplies, stationery, and ad-hoc projects to support smooth office operations.

Skills & Attributes

· Strong attention to detail and accuracy.

· Excellent organisational and time-management skills.

· Confident communicator with a professional telephone manner.

· Competent with Microsoft Office (Word, Outlook, Excel) and comfortable learning new systems.

· Reliable, discreet, and able to handle confidential information appropriately.

· Positive, can-do attitude and willingness to support colleagues across the office.

Experience & Qualifications

· Previous office or administrative experience preferred (legal or professional services background desirable but not essential).

· GCSEs (or equivalent) in English and Maths required.

· Training will be provided on all firm systems and procedures, including AML and DocuSign.

Salary & Benefits

· Competitive salary dependent on experience.

· 29 days’ annual leave including public holidays.

· Pension scheme and opportunities for career development.

Job Types: Full-time, Permanent

Work Location: In person