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Owen Reed Legal Recruitment

Senior Practice Assistant - Employment 

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Owen Reed Legal Recruitment

Senior Practice Assistant - Employment

  • Holborn, London
  • £45,000 - £48,000 USD / Year
  • Salary: ££45,000 - £48,000

Website Owen Reed

Legal’s our bag

Owen Reed is looking to recruit a professional Senior Practice Assistant to join a top law firm in London on a permanent basis. This role will be a job share between the successful candidate and one of our Senior PA returning from her long-term family leave. We are looking for someone who is available 2.5 – 3 days rather than two days (3 days preferred, Wednesday to Friday per week). The working hours will be 9.30am to 5.30pm. The salary range on offer is £45,000 - £48,000 (depending on experience) Employment senior exec and Employment Tribunal experience is preferred. At present the role will be supporting two partners, two senior associates, three associates. If you have any questions, then please let me know.

Responsibilities

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

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
  • 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

Document Production

  • 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

IT Skills/Systems

  • 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

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 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

Person Specification

  • 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

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
  • Experience working within Employment would be an advantage

To apply for this job email your details to nat@owenreed.co.uk

Owen Reed Legal Recruitment

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Google reviews

  • The team at Owen Reed have been truly fantastic. In my search for a new position I reached out to and was approached by several agencies, however this Owen Reed rise above them all. I'd like to give a special shout out to Saniha and Archie, who have been absolute stars in helping me secure my new position.

    Kaz Stuart Avatar Kaz Stuart
    April 9, 2024

    Huge thanks to Archie for helping me to secure my dream job! Archie took the time to get to know my personality, as well as my work experience, and was therefore able to find the perfect role for me. I loved chatting to Archie and listening to her knowledge and advice, she made the whole process smooth and enjoyable. I cannot thank her enough, and also Anna, for their support and hard work. I very much look forward to starting the next chapter in my career. With much appreciation!

    Tazmin Wilson Avatar Tazmin Wilson
    March 19, 2024

    I am due to start my new job on the 2nd April, the whole process was swift and easy and had really made it enjoyable making me feel even more positive for this next part of my life. I really recommend Archana, she made me feel confident about the role and didn’t rest till I was happy. Overall 10/10 experience :)

    Louise Andrews Avatar Louise Andrews
    March 19, 2024

    The staff at Owen Reed have been absolutely fantastic in helping me secure a new job role, in particular Saniha and Archie. I can’t thank them both enough, they remained very professional throughout the whole process and was so dedicated to helping find the perfect job role for me. They both helped me prep for my remote interviews by giving me tips and advice and Saniha actually come to meet me before one of my in-person interviews which I thought was super helpful and was definitely one of the key factors that helped me to secure the role as she definitely helped to calm my nerves and put me at ease right before my interview. I would definitely recommend Owen Reed as a company in general, they have gone above and beyond to help me secure a new job role and I couldn’t be more grateful for everything they have done for me!

    Felicity Outram Avatar Felicity Outram
    March 16, 2024
  • I have to recommend Archie at Owen Reed. Navigating the job market can be difficult, but Archie listened to my job requirements and made sure to work with me every step of the way to secure a job at the end of the process. She personally takes it upon herself to prepare you for interviews, and keeps you updated whenever she has heard back from her client. I am truly grateful to Archie for all of her hard work and I suggest if anyone needs assistance, to message her today! Thank you Archie!

    Iman Lawson Avatar Iman Lawson
    March 16, 2024

    Just got the great news that I will be starting my new job soon and honestly I know I could not have done a better job myself. I got to work closely with Archana (Archie), and she is a complete powerhouse! Girl knows what she’s doing and gets results, never have I ever had anyone advocate so strongly for me. Not only was she charismatic, charming and extremely supportive, but she seemed to genuinely care about what I wanted and always made time for me. So happy to have met her, she’s seriously lovely. I was also lucky enough to meet many of their wonderful team after I was invited to their office (and even let to use their private room for a zoom interview I didn’t have time to get home for). Rachel who was so supportive and understanding, and Ashish who was instrumental in her communication with a lot of firms on my behalf. I’m so grateful for their help. They were on my side from day one, and their confidence in their work really made it a process I could rely on.

    Danni Avatar Danni
    March 16, 2024

    Archie was fabulous in helping me find my new job. From start to finish she was positive, professional, and extremely helpful. She kept in regular contact with me and proved immensely helpful with interview prep and feedback. It was a pleasure to work with her and I would highly recommend Archie and Owen Reed.

    Leeann Chapman Avatar Leeann Chapman
    February 16, 2024

    After over 20 years at another recruitment agency, I was delighted with the support Owen Reed provided from the first telephone conversation I had with them. I initially dealt with Saniha, whose encouragement really instilled my confidence in the agency but then I also spoke with the rest of the team (Rachel and Archie) who were also fantastic - the perfect balance of being professional yet personable! They gave me lots of options for potential roles and organised my first interview within a few days. Before the week was out, I had been successful in both interviews and had received an permanent position at a fantastic firm. They had also negotiated me the top end of the salary offered. I've now joined the firm and I couldn't be happier in my new firm/role. Aside from the excellence of service from the whole team, I personally found it so refreshing to communicate with such a great team of women! Thank you to all the team at Owen Reed - I would recommend them to anyone.

    Anna Friend Avatar Anna Friend
    February 16, 2024
  • Very friendly, caring, chatty and informative consultants.

    Kim Steppings Avatar Kim Steppings
    February 16, 2024

    I want to take a moment and thank Archie for everything she has done for me. From the first day she called me till the end she has been there holding my hand and was so supportive. Continuous calls and always keeping me in the loop and interview prep before my interviews and what a difference it made! I got the job! She is such a genuine person and you can tell this isn’t just a job for her, she really cares about people and want them to succeed in life, I feel like I’ve made a lifelong friend! Thank you Archie xxx This is by far the most support I have ever received from a recruitment company in my life!

    Sharon Sevenster Avatar Sharon Sevenster
    January 16, 2024

    The staff at Owen Reed have been so helpful in my job search, they stay in contact regularly and are so invested in finding the right job for you. I worked closely with Saniha who has helped me prep for several interviews and gave me a massive confidence boost and really cared about me during the process. Isabela helped me secure my new role and was very informative during the interview process and Archie has been in constant communication with me in the lead up to starting my new role and keeping me up to date with everything. They are a great group of people and I would definitely work with them again if I ever needed a new role. This is the best recruitment company I have ever worked with and I can’t thank them enough.

    Bella Georgiou Avatar Bella Georgiou
    December 16, 2023

    Isabela was such a pleasure to talk to! What a bright and wonderful energy. She was super attentive to my specific needs, never forgot a detail and always kept me in mind and up to date. Although Saniha was the one to secure my role, Isabela was instrumental in making this introduction to Saniha and ensured she was fully briefed and that i was well taken care of. Thank you so much to Isabela for an amazing introduction and fantastic energy and bright character! It was such a pleasure! Dounia

    Dounia Ben Avatar Dounia Ben
    December 16, 2023
  • I’ve had the most wonderful experience working with the Owen Reed team and they deserve nothing less than a five-star rating. I was fortunate enough to be contacted by Saniha who assisted me in securing my dream job at one of London’s top law firms. Saniha is the most patient, dedicated and supportive recruiter I have ever had the pleasure of working with. She assisted me with every step of the process, from explaining the general recruitment procedure to preparing me for my interview and even meeting up with me after receiving an offer to ensure that I was confident and ready to begin my career. There aren’t enough words to describe how exceptional she is at her job and I would recommend her to anyone seeking employment, I am so thankful that I had the opportunity to work with such a talented, kind and truly remarkable individual who really does go the extra mile for her clients. The same can be said for all the other team members from Owen Reed - Archie, Isabella and Anna - thank you for all your hard work and commitment to your clients, you are incredible and I could not have done this without you. Thank you, thank you, thank you!

    Robyn Scott Avatar Robyn Scott
    November 16, 2023

    Thank you to Isabel, who not only guided me through every step of my journey but made the entire process enjoyable. Thanks to her support, I successfully secured a role within just a few weeks. Thank you!!!

    Malaika Avatar Malaika
    November 16, 2023

    Landed a new position as a secretary but could not have done it without the team, Rachel, Saniha, Isabela and Archana are all very knowledgeable, helpful and such lovely ladies who all participated in helping me. Isabela specifically dedicated so much time into helping prep for interviews. Her advice, support and patience stands out and really helped me in my search. Could not recommend these ladies enough! Thank you so much!

    jessica Lucas Avatar jessica Lucas
    November 16, 2023

    This is just a quick update to my previous review which I left below 4 years ago. I was recently contacted by Owen Reed who placed me in contact with Archie in relation to a new role. I can't praise Archie enough, as she was extremely helpful and proactive throughout the whole process and even stayed late to assist. She was so kind and I would recommend her wholeheartedly. I was offered the new role and I wanted to thank her for her hard work and dedication. I'd also like to send huge thanks to Rachel, for matching me to that role and being so proactive on my behalf. * * * Below is my review from 4 years ago: Kelly, Lauren, Louise, Jane and Nicola are a great team and I found them all to be very proactive and helpful. Kelly deserves a very special mention for her outstanding care and professionalism: going the extra mile doing interview preparation in the evening after work, giving me a lot of tips, excellent feedback and for being so positive and confident. She really gives you everything you need to do your best at interview. Thank you Kelly! Owen Reed is open early and late - until 7pm -so it is easy to visit before or after work. They seem to have a different business model to other agencies as they stay in touch throughout your job search and continually offer you a steady stream of opportunities (usually 2 or 3 per week), which you can choose or decline to be put forward for. They make you feel that you are in the driving seat throughout the whole process. 10/10 😃

    Cath 100 Avatar Cath 100
    October 16, 2023