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Paralegal
4 months ago
Key Responsibilities
Supporting and assisting Partners and fee earners on fee earning matters, where directed, working under supervision and recording time on files where appropriate Providing time critical typing, complex document preparation and administrative support for the Real Estate Dispute Resolution team specifically Production of bespoke correspondence Managing workflow of non-fee earning administrative tasks, prioritising as appropriate and communicating with the Partners/fee-earners accordingly Liaising with our colleagues within the outsourced overseas organisations, managing and assisting with workflows, delivery and enquiries, at present, specific to file opening and the provision of typing services Requesting and tracking the progress of searches with online providers such as HM Land Registry (using the online business portal). Returning the results to the fee earner and filing copies Scanning and electronic filing of deeds and documents onto internal systems and client portals and assist with the preparation of exhibits for appending to Counsel’s instructions, witness statements and/or hearing bundles (as the case may require) Liaising with HM Courts and Tribunals Service, to include filing documents by post and via their e-filing portal Covering tasks, on occasion and where necessary, for the Team Administrator when absent Attending to clients in person/by telephone on behalf of the Partners/fee-earners as and when necessary Participating in cross firm projects as and when required File opening in accordance with IBB procedures to include data input, completion of internal forms and procedures, preparation of anti-money laundering documentation, verification of ID documentation, preparing the initial letters for fee earner reviewFile closing in accordance with IBB procedures to include data input, checking ledger balances, filleting files, returning client documents, completion of internal forms Preparation of bills in accordance with IBB procedures, to include collating disbursement receipts, liaising with accounts and preparing all documentation to be sent to the client in accordance with defined procedures Paying third party disbursements, including experts’ and Counsels’ fees The preparation of posting slips for monies in/out of client account, in accordance with IBB procedures Filing incoming and outgoing correspondence, invoices, reports and paper files (when needed) in/out of the filing system. Assisting with file checking and organising in preparation for quality audits
Checking deeds in and out of the deeds’ storage facility. Collecting deeds from the floor and returning them to storage. Preparing new deeds packets, including the scheduling of the relevant deeds and documentation Printing, scanning, copying plans and deeds. Generally liaising with the Team Administrator and Group Document Administrator on document production/collation tasks Preparing outgoing mail and enclosures for dispatch Checking lengthy documentation and proof reading where required Routine co-ordination of diary events (including the team’s Key Dates Diary) with principle Partners/fee-earners: handling internal/external meetings/bookings (including guest parking); keeping up to date on Partner/fee-earner absences in order to respond to client queries; highlighting conflicting commitments and support with achieving alternative solutions; and (some) assistance with event planning in support of our marketing and business development team.
Any other duties as and when required.
Person Specification Previous experience of working in a law firm (preferably in Property Law). Demonstrable ability to carry out a high and demanding turnover of work with the ability to adapt to provide a tailored service and understand the pressures and priorities of those that are being supported. Experience of preparing complex correspondence and documents with using own initiative and with instruction where relevant. Strong proof-reading skills. Advanced working knowledge of Microsoft applications including Outlook, Word, Excel and PowerPoint and the ability to audio type. Strong oral and written communication skills (essential) with the ability to adapt communication style to suit the audience – excellent stakeholder management skills. Excellent team player and knowing when to ‘step in’ and assist other team members. Proactive, willing to assist and, where applicable, lead/direct on projects around the efficient running of the Real Estate Dispute Resolution team and the quality of what is delivered. Highly literate and numerate with the ability to read and assimilate complex written information. Well organised and able to work to deadlines whilst maintaining the highest quality standards and attention to detail. Reliable, adaptable and flexible: able to embrace change. Is responsive to different ways of working and learns new tasks quickly. Prepared to undertake all tasks as required by the role with a positive “can do” attitudeExperience of using a legal Practice Management System (preferred)
