Billing and Matter Administrative Assistant

Department/Division: People Reward and Mobility
Duration: 12-month FTC
Location: Milton Keynes or Scotland
Reports to: Practice Support Workflow Co-ordinator
Type of Role: Hybrid
Reference no.: 9234

The Role

Role Purpose

Provide proactive administrative and financial support to a People Reward and Mobility (PRM) team focusing on client onboarding matter management and billing. The role ensures smooth operation of finance-based processes working closely with the accounts team and fee earners to deliver a first-class client service.

This position offers excellent exposure to client account management billing systems and cross-functional collaboration with clear scope for training and development.

Responsibilities

Financial Administration

• Manage the end-to-end billing process using systems such as 3E LegalEye and Helix Legal Front Door.
• Generate and review WIP and pricing reports; check rates correct errors and ensure compliance with client-specific billing protocols.
• Prepare billing proposals and invoices; liaise with the accounts team and fee earners to resolve billing queries and ensure timely submissions.
• Monitor budgets versus spend following up on approvals and alerting fee earners at key thresholds.
• Record and reconcile disbursements; assist with processing third-party invoices.
• Support multi-jurisdictional projects by coordinating hours updates and preparing monthly retainer invoices.
• Attend internal billing meetings and maintain accurate billing documentation and trackers.
• Chase purchase orders and ensure invoices are logged approved and sent promptly.

Client Onboarding & Matter Administration

• Support matter opening including conflict checks AML verification and engagement letters.
• Complete and update matter information across internal systems (Helix KCDC Repstor ET trackers).
• Assist with onboarding forms (NBIs) contact lists and initial documentation for new matters.
• Track matter progress and ensure data consistency across systems.
• Monitoring mailbox for new instructions budget approvals and checking they match the AOI and sending to fee earner.

General Administration & Team Support

• Organise workload to meet strict billing deadlines and client reporting cycles.
• Attend team and client meetings recording action points as required.
• Provide support to the wider PRM team to ensure service continuity.
• Assist with ad hoc administrative or finance-related tasks as needed.

Personal attributes

• Strong organisational numerical and administrative skills.
• Excellent attention to detail and accuracy.
• Calm reliable and adaptable under pressure.
• Confident communicator able to liaise effectively with fee earners and finance colleagues.
• Process-driven with the ability to follow workflow maps and compliance requirements.
• Proficient in relevant systems (3E LegalEye Helix Repstor ET tracker).
• Team-oriented with a proactive approach to learning and improvement.

Firm Profile

Across more than 80 countries Dentons helps you grow protect operate and finance your organisation by providing uniquely global and deeply local legal solutions. Polycentric purpose-driven and committed to inclusion diversity equity and sustainability we focus on what matters most to you.

Inclusion and Diversity

We are committed to building an inclusive culture here at Dentons where our people can thrive regardless of their background or circumstance. As well as being the right thing to do it makes good business sense too. A richness of backgrounds experiences and perspectives helps us best serve our clients and the communities in which we operate. You can find out more about inclusion and diversity at Dentons here: Inclusion and Diversity.

Equal Opportunities

Dentons is committed to providing equal opportunities for all. We welcome applications from everyone including of any age ethnicity religion sex sexual orientation gender identity nationality neurodiversity disability or with parental or caring responsibilities. We also offer flexible working hours.

During the application process all applicants have the opportunity to tell us about any adjustments or support they require so they are able to perform at their best. Any information you share with us during the application process is treated in confidence.

If you have any questions about this or the role criteria please email .

NO AGENCIES PLEASE

If you are interested in applying for this position we welcome direct applications via our careers page but if you have any questions beforehand please email . Enquiries only please applications will not be accepted via email.

Please note that we will not accept unsolicited CVs sent to the business nor will we accept any associated terms of business.