Practice Assistant/ Legal Secretary

2 weeks ago

Birmingham, United Kingdom Owen Reed Full time

Practice Assistant/ Legal Secretary - Business & Professional Risk (Birmingham)

This role offers hybrid working with 2 days in the office 3 days working from home upon completion of probation

This position serves as the primary point of contact for fee earners, overseeing the completion of their tasks. The incumbent will manage all aspects of the Practice Assistant role and, when necessary, coordinate workflow by leveraging Team Assistants and Shared Services. They will retain ownership and accountability for tasks from initiation to completion, providing a high-quality, comprehensive workflow management and organizational service to fee earners in the group, ensuring exceptional client service.

Responsibilities

Client Relationship Management

  • Actively engage in client care, familiarising oneself with contacts and addressing basic client queries.
  • Supervise document production, ensuring accuracy and formatting before submission to relevant lawyers.
  • Manage client-related communications, including call handling and message taking.
  • Coordinate with Client & Marketing for scheduling meetings and managing client interactions.
  • Stay updated on client protocols and processes, providing guidance and training as needed.

Administrative Duties

  • Oversee file management tasks, including file opening and closure, compliance, and record-keeping.
  • Monitor key dates for clients and ensure compliance procedures are followed.
  • Support fee earners in business development activities, such as pitch preparation and meeting scheduling.
  • Assist in CRM maintenance and organization of internal and external events.
  • Manage diaries and coordinate travel/accommodation arrangements.

Communication

  • Serve as a primary point of contact for fee earners and clients, maintaining relationships and providing support.
  • Manage correspondence, including email prioritization, drafting responses, and e-filing.
  • Provide support to colleagues and assist with workload management.
  • Handle phone calls and participate in telephone coverage schedules.
  • Take meeting minutes and ensure follow-up actions are completed.

Financial Support

  • Assist with client and event billing, as well as credit control processes.
  • Complete complex billing tasks to ensure accuracy and compliance.
  • Request cheques, bank transfers, and handle money transactions as appropriate.
  • Support the coordination of WIP certification process and manage expenses.

Processing

  • Manage priorities and workloads to ensure deadlines are met, liaising with PSM where challenges arise.
  • Create and maintain client data rooms in accordance with case milestones.
  • Promote the use of data rooms with clients and lawyers.
  • Ensure client and matter data is maintained within case management and practice management systems.

Customer Service

  • Arrange and attend team meetings, liaising with fee earners and PSMs to take instructions and liaise on work requirements.
  • Provide regular updates on progress and offer assistance wherever possible.

Person Specification

Technical Skills

  • Experience working in a legal or professional services environment.
  • Advanced knowledge of Microsoft Office.
  • Proficiency in producing documents and client communications of the highest standard.
  • Advanced knowledge of document management/case management systems.

Fit for Role

As part of the Legal Support Services team, successful candidates are expected to have:

  • Experience in legal or professional services.
  • Advanced proficiency in Microsoft Office.
  • Aptitude for producing high-standard documents and client communications.
  • Advanced knowledge of document management/case management systems.
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