Organisational Support

Effective and proactive diary management, and awareness of Fee Earners' workloads to plan ahead

Processes relevant applications, forms or searches, with minimal supervision

Has an excellent knowledge of all systems/processes used within the Department

Is professional and maintains effective communications with clients and Fee Earners, using an appropriate mix of communication styles

Maintains up-to-date knowledge and understanding of Fee Earners' matters to enable a proactive support service

Researches new clients/contacts and collates the papers required for client meetings, and conducts basic research (on-line or otherwise) for Fee Earners when required

Arranges travel and any other activities on behalf of others, where appropriate

Monitors critical dates in the diaries of Fee Earners for their matters including setting up online/hybrid meetings liaising directly with clients

Uses initiative and takes a pro-active approach to work by regularly seeking ways to improve the level of PA support provided to Fee Earners and to the wider Department, developing techniques and systems for coping with time and deadline pressures

Provides excellent service to clients, Fee Earners and colleagues, in a timely and professional manner, presenting a positive image of the Firm at all times

Acts as a first point of contact for Fee Earners

Recognises, respects and honours client confidentiality at all times

Organises business development meetings and events for Fee Earners, and where they are held online offers technical support on the day

Assists the BD team in the production of business development materials

Understands and uses InterAction effectively to support Fee Earners BD efforts including recording all business development meetings in InterAction, and sets up reminders where follow-ups are needed with prospects on InterAction or other systems/logs as required

Demonstrates a good knowledge about the type of work that the Department carries out, in order to be able to assist with new client enquiries

Enables the Firm to provide bespoke communications to key contacts by being aware of particular client requirements and ensuring that these are catered for where possible

Proactively builds an understanding and knowledge of clients and organisations to help Fee Earners develop future relevant opportunities for both their team and other areas of the Firm

Creates typed work of a high quality, formatting in accordance with house style, at high speed, with accuracy and following internal guidelines

Makes effective use of the Document Management System

Creates new documents from the Firm's templates, using contact data from InterAction where appropriate

Proof-reads all documents for spelling, grammar and sense, querying wording where appropriate

Proactively uses initiative to compose correspondence on behalf of Fee Earners, requiring focused concentration and attention to detail

Assists Fee Earners in the production of ebundles where required

Thoroughly understands and uses the full suite of tools used in production of documents and the Firm's templates for these

Acts as a role model and mentor to others in document production. Assisting and advising Fee Earners on house style. Works with IT to help to develop, improve and test document production templates and Department precedents

Has attained super-user level of proficiency in core IT applications including the Microsoft Office suite (Word, Excel, PowerPoint and Outlook), Aderant for billing, InterAction, Intapp and Big Hand and is sought out as a source of help from others in the Department

Works with IT to help to develop and improve systems, acting as a focal point for testing and providing constructive and professional feedback

Is capable of troubleshooting IT issues for Fee Earners and liaising with IT where these cannot be resolved within the team

Ensures that files within the case management system are kept in good order so that documents can be easily accessed

Works in accordance with the Department protocol in relation to e-filing

Adopts a pro-active approach and works with Fee Earners effectively, to maintain regular file management, ensuring all files are closed and archived, as appropriate, and a risk assessment having been undertaken

Keeps accurate records of all files sent to off-site storage via Records

Has an excellent knowledge and application of the Firm's procedures in billing, AML, Credit Control and debt management

Liaises with clients to obtain AML documentation and obtains relevant documentation from clients in a timely manner, as required by Fee Earners

Sets up conflict searches for review by Fee Earners, correctly identifying the appropriate classification for each entry

Thoroughly understands what is required for client care letters and prepares first drafts of CCLs for Fee Earners

Prepares bills (including bill narratives if required) and covering letter to client, as required by Fee Earners with minimal supervision, as required by Fee Earners

Pro-actively manages billing processes in accordance with Department's billing cycle

Liaises with credit control and alerting Fee Earners to unpaid bills

Deals with time-recording matters for Fee Earners as required (for example, to record holiday absence)

Regularly monitors finance related KPIs

We are looking for an extremely organised and proactive Senior Practice Assistant to provide a high level of professional support to their allocated Fee Earners as well as other members of the Department. The candidate will be experienced in their specialist area but will be expected to be flexible to cover the broader remit of the Department. They will be highly motivated, display outstanding attention to detail and have the ability to multitask with ease. It is essential that they are a strong team player with a positive, up-beat approach., Has excellent timekeeping and prioritises work effectively

Is flexible, reliable, co-operative and has a professional approach to work

Works as a positive, friendly and helpful team player

Communicates in a positive and constructive manner and always interacts in good faith and demonstrates effective listening

Uses initiative and takes a proactive approach to work by regularly seeking ways to improve secretarial support

Positively supports and promotes change within the Department

Adjusts approach to work as the demands require

Respectfully and confidently puts forward solutions when dealing with competing demands from Fee Earners or others in the Department

Functions effectively under pressure and acts with confidence and composure

Qualified to GCSE standard, grade C/ level 4 (or equivalent) at Mathematics and English essential

Previous secretarial experience in a law firm essential

Experience working within Employment would be an advantage