Team Assistant

Term: Permanent
Working hours: Full-time
Reports to: Immigration Partners
Department: Immigration
Location: London
The firm

Lewis Silkin works with leading businesses to protect and enhance their most important assets - their ideas, their people, their brand and their future. We call it: Ideas. People. Possibilities.

With offices in London, Oxford, Manchester, Cardiff, Belfast, Dublin and Hong Kong, we are recognised by clients and industry alike as being distinct for our unique culture, market-leading practice areas, sector focused approach and for providing solutions to complex, multijurisdictional business challenges, with a pragmatic and human touch. We have two things at our core: people — both ours and our clients’— and a focus on creative, tech and innovative businesses.

Our culture is encapsulated by an ethos of bravery and kindness, guided by our values of Integrity, Clarity, Unity and Excellence (our ‘I-CUE’). We aim to provide a supportive environment for our people, clients and wider community and embrace diversity & inclusion, ensuring people are able to bring their full selves to work.

The department

The EIR Division is one of the leading employment law practices in the UK and consistently top ranked by independent legal directories, we have more recognised experts in employment than any other UK firm.  With over 150 lawyers, Lewis Silkin’s employment and immigration team offers an unrivalled service supporting clients, including many of the world’s leading businesses, on their HR, employment and immigration law needs domestically and internationally.

The work of the team as a whole is a mix of contentious and non-contentious matters, for a wide range of clients.  The lawyers undertake a significant amount of business development and knowledge-sharing including giving seminars, training the team and creating content for various channels and publications.  There is a significant international element to the Division’s work, largely on account of its membership of the Ius Laboris international alliance of employment lawyers.

The Role

The overall objective of this role is to provide administrative support to the Immigration team with a view to ensuring that individual tasks should be completed cost-effectively and at the appropriate level.

The jobholder will provide administrative support and assistance to the Immigration team and assist the EIR division as required.

  • General administrative tasks, including but not limited to: opening and distributing immigration post, photocopying, printing and scanning, answering the telephone and dealing with queries/taking messages and liaising with Post Room when needed to arrange couriers and other delivery methods as required;
  • Opening new clients/matters and drafting retainers;
  • Ensuring client applications are scanned onto the system correctly and sent out;
  • Ensuring the safe keeping of client documents;
  • Drafting return of document letters;
  • Assisting with maintenance of databases (Visa collection, Expiry Tracker and Ashurst HighQ Extranet Site);
  • Assisting Paralegals and Associates with submitting and paying for IHS Fees, applications and priority fees via Precision Pay, and dealing with any PrecisionPay queries generally;
  • Booking and paying for appointments (Sopra Steria, VFS Global & TSL Contact);
  • Calling priority lines to make payments for expedited Certificate of Sponsorships;
  • Assisting with locating and tracking complex immigration disbursements & proformas;
  • Assisting with the final stage of immigration invoices;
  • Contacting Home Office and clients regarding the status of applications & visas;
  • Keeping up to date with and implementing new Home Office changes and regulations;
  • Maintenance of Alternative Collection Location (ACL) Register;
  • Direct contact with clients regarding BRP Card collection and general queries;
  • Assisting with the maintaining of databases as required i.e. trackering and BRP delivery database;
  • Scheduling Video calls with applicants to confirm identity & compliance check (vignette & immigration stamp) before visa dispatch;
  • Scheduling face to face appointments with clients daily to distribute visas confirm identity (passport verification check) & compliance check (vignette & immigration stamp) before visa dispatch;
  • Assisting with preparing applications;
  • Taking screenshots of Residence Labour Market Test Adverts;
  • Calculating and preparing schedule of absences;
  • Visa checks to ensure visas have been issued correctly;
  • Archiving files with the use of the Elite management system and FileTrack;
  • Processing immigration expenses;
  • Providing general assistance to secretaries, associates and partners as requested;
  • Any other reasonable request made of the job holder, in line with the level and experience of the role.
Additional information

At Lewis Silkin our ethos is simple. We strive to do the best for our clients, our people and the communities in which we operate. We recognise that an inclusive workplace allows for all kinds of ideas and thoughts, a variety of points of view that can trigger discussions or deliver innovative results, and a wide range of versatile skills and expertise. We are proud of the diversity within Lewis Silkin and of our culture that allows people to be themselves at work, ensuring we provide the best possible service to our clients. We are committed to finding the right person for this role and are open to discussing flexible working patterns and office location.