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Legal Support Specialist, Healthcare

2 months ago

Southampton, Southampton, United Kingdom Clyde & Co Full time

Job Summary

Clyde & Co is seeking a skilled Legal Support Specialist to join our Healthcare team. As a key member of our support staff, you will play a vital role in ensuring the smooth operation of our legal services.

Key Responsibilities

  • Manage the production of documents and check returned work produced by the Document Production 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.
  • 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.
  • Responsible for files to be opened and closed and 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 clients.
  • 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.
  • Arrange for the preparation and collation of internal sector newsletters and briefings.
  • Arrange photocopying, printing, organizing couriers, sending out letters, faxes, etc.
  • Receiving instructions via digital dictation for tasks and acting upon the same.
  • Key point of contact for fee earners and clients to maintain relationships and ensure a high level of support is always provided by the team.
  • Liaising with and providing support to their immediate colleagues in the department, and where practical, other legal and support departments as requested by the Hub Leader.
  • Answering phone calls for other members of the team when they are away from their desk and participating in a lunchtime telephone rota within the Practice Assistant team.
  • Minute taking, following up designated actions to ensure completion ahead of the next meeting.
  • Liaising with and taking direction from your Legal Support Manager.
  • Liaise with the Legal Support Manager over any planned absences, arranging cover as necessary and communicating this to the relevant fee earners.
  • Assisting fee earners with billing-related tasks.
  • Reviewing and updating time allocation and disbursements ensuring appropriate matter allocation.
  • Request cheques, bank transfers, and paying in money received, as appropriate.
  • Supporting the coordination of the WIP process.
  • Dealing with matter-related finance administration to include APRs, BACs, TTs.
  • Processing expenses.
  • Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with Hub Leader/Legal Support Managers where challenges arise.
  • Responsible for managing the creation and maintenance of data rooms and client information in accordance with case milestones.
  • Responsible for ensuring client and matter data is maintained and updated within appropriate systems, raising requests with the BAU team as appropriate.
  • Online applications, e.g., Companies House, Land Registry, Searchflow, CRU forms.
  • Undertaking searches and completion of requisite forms and submission.
  • Ensuring compliance with firm-wide/department policies and procedures.
  • Arranging and attending team meetings.
  • Liaising with fee earners, Hub Leader, and Legal Support Managers to take instruction and liaise on work requirements.
  • Consistently and appropriately updating service users on progress where appropriate.
  • Regularly offering assistance wherever possible.

Essential Skills & Experience

  • Advanced knowledge of document management/case management systems.
  • Previous legal support experience within Healthcare, NHS, or Clinical Negligence.
  • An effective communicator with an excellent customer and client service approach; striving to provide exceptional service at all times.
  • Proven experience of managing client-facing tasks and priorities, with a hands-on, practical approach.
  • Effective at investigating issues and seeing a problem through to conclusion.
  • Conscientious, taking personal responsibility for own work and accountability for its delivery and quality.
  • Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges.
  • Positive can-do attitude with the ability to adapt to change.
  • Confidential and discreet but able to redirect information when appropriate to ensure areas of concern are resolved effectively.
  • Well-organized and methodical with excellent attention to detail, ensuring accuracy in all client communications and deliverables.

Technical Skills

  • Experience of working in a legal or professional services environment.
  • An aptitude for managing multiple priorities, producing documents and client communications of the highest standard.
  • Advanced knowledge of Microsoft Office.

About Clyde & Co

Clyde & Co is a leading global law firm, specializing in the sectors that underpin global trade and commercial activity, namely: insurance, transport, construction, energy, trade, and commodities. It is globally integrated, offering a comprehensive range of contentious and non-contentious legal services and commercially-minded legal advice to businesses operating across the world. Clyde & Co is committed to operating in a responsible way. This means progressing towards a diverse and inclusive workforce that reflects the diversity of its communities and clients, using its legal skills to support its communities through pro bono work, volunteering, and charitable partnerships, and minimizing the impact it has on the environment. The firm has 480 partners, 2400 lawyers, 3200 legal professionals, and 5000 people overall in over 60 offices and associated offices worldwide.

Our Values

Our values are the principles that guide the decisions we make, unite us in our endeavors, and strengthen our delivery, for our clients and our firm. We:

  • Work as one We are a globally connected team of talented people who act with a firm-first mentality to achieve success.
  • Excel with clients We aim high and challenge ourselves to deliver unique excellence for our clients, keeping them at the centre of everything we do.
  • Celebrate difference We help each other to be at our best and believe our differences result in greater achievement.
  • Act boldly We seek new opportunities, take action, and learn as we go, recognizing that curiosity drives our development and contributes to growth.