Legal PA- Dispute Resolution/Litigation

3 weeks ago

manchester, United Kingdom Owen Reed Full time

Role: Legal PA- Dispute Resolution/Litigation (Perm)

Hours: 9:30 to 5:30 (Hybrid)

Salary: Competitive

Location: Manchester


Duties & Responsibilities


Diary management:


  • Ensure client meeting clashes do not occur
  • Partners/fee earners have all the required materials for their client meetings
  • Arrange meetings on behalf of partners/fee earners/clients
  • Ensure business travel information is entered into calendars
  • File management responsibilities - Opening and closing files including ensuring electronic filing systems are maintained accurately and up to date
  • Mailbox management with the ability to prioritise, categorise and respond to basic client requests and draft responses accordingly
  • Monitoring and being the gatekeeper to fee-earners' mailbox in their absence
  • Communicate regularly with fee earners to ensure that both parties are clear on priorities and what is on the 'to do' list
  • To undertake limited typing i.e urgent short documents (digital and non-digital dictation)
  • Proactive client liaison including take messages, pass on information and deal with simple queries
  • Pro-actively delegate work to the relevant secretarial resource e.g Document Production team, Practice Administration to ensure that PA time is maximised and the newly introduced model is being followed
  • Management and co-ordination of the Partners’ billing and financial requirements which includes:-


Proactive billing and credit control:

  • Check InTapp time to ensure that partners / fee earners time recording is up to date – remind where necessary and remind Partners / senior associates of final billing day for the month end
  • Liaise with Billing for Partner WIP reports - run WIP reports, distribute to Partners and chase Partners for client matters numbers for printing billing guides and draft invoices
  • Check with Partners/senior associates to ensure that all matters they want to invoice have been billed
  • Build an understanding of each client's different billing requirements to ensure that invoices are not rejected
  • Prepare specific draft billing narratives where required
  • Prepare draft letters/emails to accompany sensitive invoices, thank you letters etc.
  • Submit invoices on behalf of Partners and respond to clients on billing issues
  • Build relationships with Client PAs/accounts departments to ensure that billing issues are resolved quickly


Marketing Support:


  • Photography
  • Liaise with Concierge to have new fee earner photos taken
  • Saving photos in correct house style and in appropriate Marketing filesite folders
  • Digital/Website
  • Uploading and updating content on the website including; creating lawyer profiles, blogs and briefing papers
  • Upload photography to fee earner profiles on the website
  • Upload files to the website to create links for hyperlinking in emails
  • Proof reading and hyperlinking keywords in the text to relevant target pages on all content added to the site
  • Bids
  • Collating and maintaining Master CVs for each fee-earner and sorting by partner, director and other grade
  • Updating bids credentials lists with matters from Chambers after each directories round
  • Credentials database – adding to it by practice and sector
  • Bidding library - adding to it by sector and sub-sector
  • Key information on Risk, Insurance, International and Financial


Business Development:


  • InterAction – management of fee earners' contact data including recording BD activities, updating marketing lists, assisting with pipeline/opportunity updates
  • Collating information for expressions of interests and credentials documents
  • Providing About Us documents
  • Organising conference calls on behalf of the fee earners
  • Organising transport, accommodation and related documentation for international travel as required - produce itinerary as appropriate
  • Assisting with workload of team members within practice group and across the firm as required
  • Any additional ad hoc tasks as required


Other:


  • Support with the opening of new clients with the firm's client onboarding platform, InTapp Intake.


Experience and Knowledge


  • Legal PA experience
  • Ability to liaise with Courts and Counsel
  • Experience of producing court bundles (hard copies and soft copies) to a high standard.
  • Time Recording
  • Excellent diary management, organisation and prioritisation skills
  • Communicate effectively and build good relationships with clients and staff within the firm
  • Must work well as part of a team
  • Competent, fast and accurate typist
  • Competent at producing legal documents to a high standard
  • Professional telephone manner and the ability to accurately record and pass on messages
  • Sound technical skills in the following areas: Microsoft Office IT skills – Word, Excel, PowerPoint, Publisher, Outlook
  • Proven document or case management skills
  • Proven experience of using a legal computerised finance system
  • Proven experience of using a Client Relationship Management system

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