Practice Assistant/ Legal Secretary

7 months ago

Birmingham, United Kingdom Browne Jacobson Full time

**Vacancy details**:
**Practice Assistant/ Legal Secretary - Business & Professional Risk (Birmingham)**:
**Vacancy type**
- Specialist

**Level**
- Mid

**Business area**
- Legal Support Services

**Duration**
- Permanent

**Hours**
- Full Time

**Location**
- Birmingham

**Reference number**
- PAB2

**Job title**
- Practice Assistant/ Legal Secretary

**Team**
- Legal Support Services

**Vacancy owner**
- Jonah Philpott

At Browne Jacobson, we’ve always worked across business and society, and this expertise sets us apart. Social and environmental impact are at the top of our business agenda. We champion fairness, make the complex simple and forge connections between clients to find creative solutions. This is how we improve outcomes for every person, community and business we serve.

With offices in Birmingham, Dublin, Exeter, London, Manchester and Nottingham, we’re a UK & I based law firm with an international reach. Our sectors include: health; real estate and construction; education; energy and infrastructure; financial services; government; insurance; manufacturing and industrials; and retail, consumer and logistics.

We nurture talent at all levels and from every background and celebrate what makes people individuals. Law needs all voices to reflect the society it serves and we’re working towards social mobility, diversity and inclusion in our firm - and our profession. We strive to create meaningful personal and professional development opportunities and offer flexible working in support of a good work-life balance. We focus on wellbeing and individuality, so that all our people can thrive.

We strive to create meaningful personal and professional development opportunities and offer flexible working in support of a good work-life balance. We focus on wellbeing and individuality, so that all our people can thrive.

**Why is this role important and how does it fit into the team, department and wider firm?**

As the single point of contact for fee earners and the completion of their work, the role with undertake all aspects of the Practice Assistant role, or where appropriate, manage the workflow by utilising Team Assistants and Shared Services, retaining ownership and accountability of all tasks through to completion. Provide a high quality, comprehensive workflow management and organisational service to fee earners in the group and exceptional client service.

**What does the role actually involve?**

**Client relationship management**
- Become an active part in the care of clients and be wholly familiar with contacts/clients and dealing with basic client queries as appropriate
- Manage the production of documents and check returned work produced by the Shared Services team/speech recognition for accuracy/formatting, before it is passed to the relevant lawyer
- Taking and making client related calls, dealing with and handling message taking as appropriate.
- Liaise with Client & Marketing and provide support for scheduling tender meetings, directory interviews, client training etc.
- Manage Interaction and ensure new prospects, clients and contacts, activities and business development information are added
- Responsible for keeping up to date with client specific protocols and processes, implementing, providing guidance and training to others where necessary and ongoing monitoring

**Administrative**
- Responsible for files being opened and closed. Supervise general filing requirements and record
- keeping and production of engagement letters, ensuring compliance at all times
- Monitor and manage key dates for clients and ensure compliance procedures are up to date on all files and matters
- Support fee earners in business development activities including the involvement in preparation of pitches and presentations, scheduling meetings e.g. tenders, directories, internal client
- Assisting in the organisation of internal and external events, seminars and conferences (vulture)
- Manage diaries, ensuring they are up-to date, anticipating requirements e.g. associated travel

/accommodation bookings, meeting rooms, drafting itineraries, preparing agendas, preparing and circulating papers
- Produce and maintain Excel spreadsheets as required
- First point of contact for the team, dealing with queries and acting on initiative to provide exceptional client service, promoting and developing ownership within the teams
- Assisting in the tender process - liaising with Business Development, collating outstanding information, assisting with draft/final submissions
- Arrange for the preparation and collation of internal sector newsletters and briefings
- Arrange photocopying, printing, organising couriers, sending out letters, faxes etc.
- Receiving instructions via digital dictation for tasks and acting upon the same
- Maintaining LinkedIn profile, updating connections and adding new activity
- Checks Mytenders for CVs, copies of old tenders, policies, insurance details etc.
- Manages enquiry inboxes, and

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