Legal PA

Purpose of the role:Provide proactive and professional Legal PA support to allocated group.Services to be delivered to the business in a manner which is consistent with the increasingly competitive environment in which the Firm operates.This role is intended to embrace a team-working approach, collaborating with lawyers and other members of Business Operations to fulfil the needs of the business. In addition to being assigned to a number of specific lawyers, it is expected that a Legal PA will work with every member of the team to ensure that overall needs are met.Support may need to be provided to staff from more than one business unit and numbers and content of the group may change from time to time to reflect the current structure of the Firm.Key Responsibilities:Client ServiceYour responsibility to deliver excellent service to our clientsBuilding and maintaining effective relationships with both internal and external clients and their teams and developing knowledge of their businessActively contributing to client service initiatives in the group, including attending client events and seminars where requiredDeveloping and maintaining core sector understanding to support delivery of optimum client servicePlanning & OrganisationHow you use your organisational skills to ensure the lawyers you work with have the information they need on a daily basisLiaising regularly (at least on a weekly basis) with lawyers to identify work commitments and prioritising your workload accordinglyProactively identify areas of responsibility and tasks you can take ownership ofDiary management for lawyers including arranging meetings and appointments, both internally and externally, ensuring the Outlook diary is up to date and holds all the necessary information in relation to the appointment including taking responsibility for booking travel, meeting rooms and arranging for necessary equipment and refreshmentsProactive advance monitoring of lawyers' diaries, reminding them of diary commitments and taking responsibility for the provision of all supporting paperwork and necessary information for each meetingLiaising with the travel company to make travel and accommodation arrangements (UK and international), keeping lawyers advised of any changes in scheduling and ensuring they have an accurate and up to date itinerary and all the relevant travel details are in the Outlook diaryLiaising with Business Operations to resolve problems on lawyers' behalf and taking ownership of the issue, following up where appropriateDelegation of appropriate work types/requests to all available support services in order to promote optimum efficiencyManaging CommunicationsHow you assist lawyers in their communications with colleagues and clientsTaking ownership of answering lawyers' telephone calls when they are unavailable,taking accurate messages and passing them on promptly, trying to assist and answer anynon-legal queries if possible and ensuring the caller receives a satisfactory responseScreening, prioritising and dealing with lawyers' incoming e-mails, post and voicemailwhen lawyers are out of the office, acknowledging receipt and responding where ableand appropriateManagement and co-ordination of lawyers' e-mailsPreparing presentation slides and materials for internal/external meetings and eventsDrafting short letters, memos or notes (non-legal content) in a literate and professionalmannerDocument & File ManagementHow you ensure that the documentation we produce is of the highest quality and our filesare accurate and up to dateProactively ensuring that the Exigent transcription service and Document Productionservice is utilised effectivelyManaging production of documents (produced in-house and externally), co-ordinatingchanges made including taking responsibility for the consistency of those documents (e.g.formatting, numbering, CompareDocs etc).Coordinating typing of audio files, drafting correspondence, producingdocuments/letters/e-mails and memosOpening client files, including completing conflict searches and money laundering checksin conjunction with lawyers, preparation of client engagement letters, collating all therelevant information required and maintaining client files on a day to day basis, includingdelegation of filing where requiredEnsuring documents are filed on FileSite with correct file and matter details so that theycan be located easilyUndertaking regular reviews of files and papers for lawyers, checking account balancesand liaising with lawyers to ensure that all files which are not current are archived and deeds are put in storageBusiness Development/Relationship ManagementHow you can contribute to developing the Firm's business and maintaining excellentrelationships with our clients and potential clients Inputting uniform practice group credentials into the Credentials Database in a timelymannerOrganising events in conjunction with Business Development including loggingresponses into InterAction and attending events to meet and greet clients wherenecessaryUndertaking research on clients, potential clients and new business initiatives oropportunities, including putting together briefing packs as and when requiredCollating information for preparation of regular client updates or reports as and whenrequired, including subscribing to relevant alerts in InterAction and maintenance ofgeneral client informationAssisting lawyers with follow-ups to business development meetings, for example draftingthank you letters, diarising reminders or arranging follow-up meetingsCollating information for preparation of bids, tenders, proposal documents, team sheetsand client briefing documents and preparing the first draft of documentation whereappropriate, including keeping lawyers' CVs up to dateMaintaining up to date contact details in InterAction for all lawyers' contacts, promptinglawyers to complete an InterAction report following meetings or completing the report ontheir behalfKnowledge of key business development materials for the practice areaBilling, Financial & Project ManagementHow you can assist lawyers in managing their matters/projects and utilise our systems tothe maximum benefitAttending internal client or project meetings to take notes and assisting with action pointsif requiredSupport lawyers with the production and maintenance of plans using our pricing andproject management toolsAssisting lawyers with the billing process, agreeing in advance dates for billing, delegatingrequisition of pre-bills, drafting narratives and covering letters and putting paperwork infront of lawyer for sign offUtilising Aderant to assist lawyers with financial queries and subscribing to relevant alertsin order to provide information to lawyersDeveloping good knowledge of the Firm's accounts procedures, coordination of chequerequisitions, TT and BACS authorisations and processing client monies and ensuring allsupporting paperwork is completed promptly and accurately with partner authorisationAssisting lawyers with client account balances to ensure all funds are returned after amatter is completedFull timePosting Date:

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