Practice Team Assistant

3 months ago

Belfast, United Kingdom Herbert Smith Freehills Full time

**BELFAST**

**THE OPPORTUNITY**

**Primary Responsibilities**

To provide support to the relevant Practice Area fee earning colleagues by assisting them in the following areas:

- Deliver high quality, accurate work whilst managing and responding to changing and competing priorities
- Meet required deadlines and negotiate alternate timeframes when necessary utilising other in-house services as appropriate (e.g. Office Operations, Reprographics, Document Production)
- Implement effective telephone call management and other communication work practices. Ensure callers and other parties receive a consistent, high quality service and their expectations are managed
- Print, photocopy and scan relevant documents as and when required. This includes assisting with the preparation of court/counsel bundles, deeds and fee earner working papers
- File relevant documents in electronic or hard copy files as and when required
- Assist with fee earner expense claims, cheque requisitions and other banking related admin in a timely manner
- Manage the entry of timesheets for fee earners (where relevant) promptly with accurate use of phase and task codes (if required)
- Assist with the billing administration process which may include the creation of pre-bills, editing of bills and narratives, producing bill cover letters, ebilling set-up/submission and posting onto the system as per firm policy and process
- Assist with making Intapp client/matter changes such as adding/amending client addresses, third party payers and making changes to agreed rates at the final billing stage.
- Support the team with meeting the required WIP, billing and debtor's day's targets by generating client matter reports via Expert and rectifying errors and omissions when required
- Assist with the new business intake administration process which may include, conflict checks, file opening forms, anti-money laundering/agreed rates forms and preparing engagement letters including checking for retainers
- Assist the administrative support relating to the resourcing of fee earners across the Practice Areas.
- Assist with quick turnaround document work that cannot be sent to DP
- Assist with the organisation of event/meeting logistics such as booking conference rooms, arranging refreshments, equipment, arranging dial-in details and VC set-up and making restaurant reservations for client lunches/dinners.
- Assist with point to point travel bookings which may include single/return train/flight tickets, hotel and taxi bookings
- Assist with updating client information and relevant databases, following fee earner instructions (e.g. InterAction)
- Prepare files for archiving and manage return/retrieval of files following firm guidelines
- Provide ad hoc support to the Practice Areas such as assisting with incoming mail, answering the telephones, booking couriers, organising repro/DP submissions, assisting with room moves and any other general administrative duties
- Treat your key relationships as ‘internal clients’ and demonstrate diligence, professionalism and a commitment to providing them with an exceptional experience including being a key point of contact for the team.
- Take an keen interest in the Practice Areas, key matters, issues and ‘hot topics; so that appropriate priority is given to queries and requests and issues are escalated
- Adhere to firm, office and practice group policies and procedures, including those that are formal, informal, documented or verbal
- Take all necessary steps to ensure you are aware of correct procedures. Maintaining inquisitive, collaborative and vigilant work habits, keeping abreast of changes and developing more efficient work processes. Demonstrate this in your interactions with others

**SKILLS, EXPERIENCE AND QUALIFICATIONS**
- Demonstrate enthusiasm and proactivity in the workplace, including participating in and contributing to secretarial group meetings, firm initiatives, focus groups, pilot groups, team building activities, learning and development sessions and other relevant activities
- Take responsibility for your own learning, undertake recommended training, keep up to date and comply with firm policies, adopt new or improved firm and practice group recommended work practices, and share information with others about better ways of working
- Assist with the creation/management of HSF and client datasites (extranets), building taxonomy in consultation with fee-earners ensuring sites are regularly updated and contain all relevant documentation
- Creating/amending/checking/uploading deeds schedules within the HSF REDS system
- Dealing with storage and recalling deeds as requested ensuring records are maintained in line with HSF process

**Skills, experience and qualifications**
- Typing speed minimum of 45 wpm with 98% accuracy
- Good knowledge of the Microsoft suite (Outlook, Word, Excel and PowerPoint)
- Excellent written and verbal communication skills with a demonstrated ability to building effective

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