Practice Assistant

7 months ago

Bristol, United Kingdom DAC Beachcroft Full time

Job Introduction
Due to an internal promotion, **DAC Beachcroft **has an exciting opportunity for an experienced and knowledgeable **Practice Assistant (PA) **to join our **Real Estate **team on a full-time, permanent, hybrid basis. This role can be based at a number of our office locations across the country.

Reporting into the Hub Leader (HL), the main responsibility for this role is for the Practice Assistant (PA) to act as the single point of contact for partners, with responsibility for the completion of their work, PAs will undertake a variety of secretarial tasks (as listed below) and, where appropriate, will manage the workflow by utilising Administrative Assistants (AAs) and the Central Transcription Unit (CTU), retaining ownership and accountability of all tasks through to completion. Provide a high quality, comprehensive workflow management and organisational service to lawyers in the group and exceptional client service.

Main Responsibilities
**_ 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 CTU 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 Clients & Markets to assist with the organisation of, and providing support for, scheduling client events, tender meetings, client training etc.
- Assist with the organisation of tenders and pitches to ensure the document creation process is managed effectively and to the highest standards, liaising with appropriate contributors as necessary
- Manage client contacts 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 to be opened and closed and supervise general filing requirements and record keeping and production of engagement letters ensuring compliant at all times
- Manage and monitor the key dates process for clients and ensure compliance procedures are up to date on all files and matters
- Support lawyers in business development activities including the involvement in preparation of pitches and presentations, scheduling meetings e.g. tenders, internal client etc.
- Assisting in the organisation of internal and external events, seminars and conferences
- 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
- Along with HL, 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
- Produce and maintain Excel spreadsheets as required
- 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
- Uploading documents to PDF docs and editing documents using the same
- Arrange photocopying, printing, organising couriers, sending out letters, faxes etc.

**_Communication_**
- Key point of contact for allocated Partners and Clients to maintain relationships and ensure a high level of support is always provided by the team.
- Liaising with clients and contacts involved in client matters, taking the lead on ensuring actions are taken forward, addressing queries personally and escalating as necessary
- Liaising with and providing support to their immediate colleagues in the department, and where practical, other legal and support departments as requested by Hub Leader (HL). Assisting others where there is spare capacity or it is evident that a colleague needs assistance with their workload
- Minute taking, following up designated actions to ensure completion ahead of the next meeting
- Liaise with the HL over any planned absences, arranging cover as necessary and communicating this to the relevant lawyers
- Assist HL and act as a coach to develop the team to the highest standards

**_Financial_**
- Assist partners and business development for client and event billing and credit control process
- Responsible for the completion of complex billing; ensuring bills are prepared to the highest standards of accuracy and it’s undertaken within the team in accordance with the contractual requirement
- Request cheques, bank transfers, and paying in money received, as appropriate
- Reviewing and updating time allocation and disbursements ensuring appropriate matter allocation
- Taking overall responsibili

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