Practice and Tech Administrator

3 weeks ago

London, Greater London, United Kingdom Owen Reed Full time
Job Title: Practice and Tech Administrator

At Owen Reed, we are seeking a highly skilled Practice and Tech Administrator to join our Private Department. As a key member of our Legal Operations team, you will provide administrative and coordination support to our lawyers, focusing on client contact, team collaboration, and technology management.

Duties and Responsibilities:

* Develop a deep understanding of our practice's clients and work, aligning with our Department's business strategy and the Firm's goals.
* Provide first-line support to fee-earners, handling calls, emails, correspondence, and meeting requests, responding on their behalf when necessary.
* Manage calendars for assigned lawyers, scheduling calls and meetings, ensuring all supporting materials are available, and following up to optimize fee-earners' time.
* Support fee-earners in the smooth running of client/matter lifecycles, following documented procedures, and ensuring all required information and documentation are obtained, issued, and stored correctly.
* Develop a strong working knowledge of our billing systems, including processes, IT systems, and specialist support, to assist fee-earners in preparing and issuing timely and accurate bills.
* Collaborate with Credit Control to address unpaid bills and ensure accurate processing.
* Manage travel and expenses for assigned fee-earners, booking business travel through our in-house provider, and ensuring business expenses are captured, approved, and processed according to policy.
* Maintain and file documents in line with our electronic and hard-copy filing protocols.
* Prepare, amend, and proofread documents, ensuring they are produced in our house style and retained accurately.
* Assist fee-earners in keeping their LinkedIn and Mishcon profiles up-to-date.
* Organize business events, research company and client information, and assist fee-earners in logging referrals and contacts to Interaction.
* Support fee-earning teams in using existing tools and technology, including providing admin support and testing new systems.
* Contribute to requirements gathering for new technology and solutions, testing, and providing feedback.

Requirements:

* Previous experience in an administrative role supporting a team in a similar professional services environment (ideally legal).
* Excellent IT skills across a range of MS Office and business management applications, with a natural affinity for technology and the ability to share knowledge.
* Previous experience in testing or supporting the rollout of new technology and solutions would be highly desirable.
* Strong time management skills, with the ability to juggle multiple tasks, plan ahead, and adapt to changes in requirements.
* Experience managing calendars for multiple individuals, with the ability to apply judgment and common sense to optimize time usage and identify potential diary clashes.
* Excellent attention to detail, with the ability to deliver work to a consistently high standard of precision, even under pressure.
* A flexible approach to work, with the ability to respond positively to changes in requirements, schedules, and work needed.
* Organized and methodical, with the ability to operate within structured work processes and compliance/quality control frameworks.
* Well-developed interpersonal skills, with the ability to work effectively with a range of people and working styles.
* A strong team player, willing to take on work for additional fee-earners and help with other tasks as needed.
* Ability to communicate effectively, with warmth and professionalism, to clients and colleagues, both orally and in writing.
* High levels of discretion, with the ability to deal effectively with sensitive or confidential information.
* Previous experience using bespoke in-house systems, including client contact databases, matter management systems, and billing systems.

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