Practice Assistant

2 weeks ago

Belfast, United Kingdom Allen & Overy Full time

Allen & Overy is a leading global law firm operating in over thirty countries. We work on some of the most challenging and important deals and have built a reputation for delivering exceptional legal solutions that help our clients grow, innovate and thrive. The legal industry is changing, and we're committed to leading that change, putting our people first, embracing new ways of thinking and integrating technology into our everyday work. Our business teams work hand-in-hand with our lawyers, Consultants and other specialist teams, and are ambitious, driven and leaders in their field.
- We’re on an exciting journey to create an even stronger offering for our clients and our people: In May 2023, we announced our proposed merger with Shearman and Sterling, with the intention of becoming a new global leader named Allen Overy Shearman Sterling, A&O Shearman for short.
- With a shared commitment to attracting and retaining the best people and an equal focus on creating a diverse, equitable and inclusive workplace, we’re confident that this merger will further our efforts to leave a better firm for future generations as well as providing our people with exceptional career opportunities along the way.- With us, you will constantly be learning and growing. We invest in you by offering exceptional professional and personal development - providing training, mentoring and practical support. We offer rewarding careers that are built around your strengths and designed to ensure you can achieve your personal and professional goals, recognising that those may look different for everyone.
- We have a powerful commitment to diversity, equity and inclusion. We’re determined to play our part in advancing a workplace where progress is made by harnessing our differences - whatever defines you, we ask you to bring your whole self to work. What truly defines a career at Allen & Overy? We recruit the best and ask for the best of you. We provide challenge, support and a place for you to belong. And together we excel, working on meaningful projects of global significance.
- **Department purpose**

Allen & Overy is one of the few major global law firms with a full-service, cross-border intellectual property capability and the only magic circle firm to offer a trade mark and design prosecution practice. As a firm A&O considers that trade marks and designs are crucial to protect the innovation and investment that goes into developing brands - which are significant company assets for today’s leading businesses. Our trade mark practice supports brand owners in developing, protecting and exploiting their brands on every level: from initial trade mark clearance and selection, to filing, managing complex international portfolios, enforcement and disputes and any transfer of IP rights.- **Role purpose**

To provide effective high-quality administrative support to the UK Brands Practice. Working closely with the Brands team, Billing Clerk and the Working Capital Controller (“WCC”) to ensure efficient monthly billing and successful client matter management from the client inception process through to matter closure.
- **Role and responsibilities**

**Matter Support and Administrative Tasks**
- Maintaining records for billing purposes and communicating with the team client entity changes and updates from BAU.
- Filing of disbursements invoices and all related correspondence to the appropriate client matter on systems (iManage).
- Support with diary management.
- Support and filing of correspondence and tracking of Trade Mark Certificates.

**Billing Support**

Working alongside the Billing Clerk, WCC, and Credit Control team to provide support in all aspects in relation to billing, this may include:
- Checking and amending narratives on pro forma billing guides to ensure compliance with client requirements, working extensively in 3E.
- Maintaining accurate Excel spreadsheets demonstrating status of monthly invoices for clients.
- Working within Intapp Time to amend timesheets where appropriate.
- Processing and tracking all disbursement invoices.

**Who we are looking for**- Exceptional attention to detail.
- Advanced organisation skills.
- Strong technical skills with experience in Excel.
- A positive attitude in all aspects of the role.
- Strong professional communication skills, both oral and written.
- Flexibility around contracted working hours, taking full responsibility for meeting the requirements of the role.
- Responsibility for ensuring personal development and IT skills are maintained and improved.
- Billing or secretarial experience is advantageous but not essential.

**Additional information - External**
- This role is based in the A&O Belfast office.

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