Owen Reed is looking to recruit a resourceful Practice Assistant to join top law firm in London.

Our dispute resolution team handles a full range of litigation matters, from contract claims to large scale, complex multi-jurisdictional disputes and judicial review.  We regularly appear in the High Court and the Court of Protection as well as courts in the Channel Islands and overseas.  We also have significant experience of alternative dispute resolution and, in particular, arbitration and mediation.  We act for a broad array of clients including individuals, businesses ranging from small family businesses to significant corporates, banks, trustees and trust companies as well as schools, higher education institutions and not-for-profit organisations.  Our experience across this range of sectors ensures that our litigators understand the impact which a dispute can have on both an individual and at an organisational level.  Each dispute requires a tailored solution, and we are committed to working quickly with you to identify and understand the issues you are facing in order to achieve the best possible result.

Responsibilities

Organisational Support

• Effective and proactive diary management
• 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
• Researches new clients/contacts and prepares bios before 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

Client Relationship and Business Development

• 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
• Is aware of the differing needs of fee earners and is able to provide high quality PA support to any member of the department, tailoring their approach accordingly
• 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

Document Production

• Produces typed work accurately, a high speed and in accordance with the firm’s house style
• 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
• Prepares thorough and clear handovers following a period of cover

IT Skills/Systems

• Maintains a high level of proficiency in core IT applications including the Microsoft Office suite (Word, Excel, PowerPoint and Outlook)
• Makes suggestions for additional training, as required
• Is capable of troubleshooting IT issues for fee earners and liaising with IT where these cannot be resolved within the team

File Management

• 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

Financial Risk Management

• 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
• Liaises with credit control and alerting Fee Earners to unpaid bills, where required
• Deals with time-recording matters for Fee Earners as required (for example, to record holiday absence)

Person Specification

• Has excellent timekeeping and prioritises work effectively
• Is adaptable, flexible, reliable, co-operative and has a professional approach to work
• Works as a positive, friendly and helpful team player
• Communicates clearly and in a positive and constructive manner
  Interacts in good faith and demonstrates effective listening
• Uses initiative and takes a proactive approach to work by regularly seeking ways to improve support in the department
• Positively supports and promotes change within the Department
• Demonstrates a keen interest in and commitment to the department
• Has a caring approach to self and colleagues providing support and guidance to junior members of the department.

Education and Qualifications

• Qualified to GCSE standard, grade C/ Level 4 (or equivalent) at Mathematics and English essential
• Previous secretarial experience in a law firm essential