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Owen Reed Legal Recruitment

Senior Practice Assistant 

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Owen Reed Legal Recruitment

Senior Practice Assistant

  • London
  • 44,500 - £47,000 USD / Year
  • Salary: £44,500 - £47,000

Website Owen Reed

Legal’s our bag

Owen Reed is looking to recruit a Senior Practice Assistant to join a top law firm in London in a Hybrid setup – 2 days in the office and 3 days at work. We provide broad legal assistance and expertise to the charity and not-for-profit sector, covering all the areas affecting institutions in these sectors, and those engaging with them.  The Team are the source of innovative solutions for clients across the UK and overseas.

Scope

We are looking for an extremely organised and proactive 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.

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

Business Development and Client Relationship Management

  • 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, their clients, external contacts and clients. Responding to requests in a timely manner
  • 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 to ensure accuracy
  • 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 preparing and processing documents in electronic format
  • 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

Skills and Experience

  • 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 a charity, social enterprise or not-for-profit team would be an advantage

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

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

Owen Reed Legal Recruitment

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Google reviews

  • I used Saniha and she was absolutely great! So friendly and helpful!

    Jessica Bellamy Avatar Jessica Bellamy
    July 17, 2023

    I am extremely appreciative of the Owen Reed recruitment consultants, but Saniha in particular for being the amazing person she is! Saniha put forth a lot of effort to help me land my brand-new exciting role. Throughout the entire process, she was consistent in her communication, really detailed in her advice and super supportive! The reason Owen Reed are the top recruiters in London is rather obvious. I want to express gratitude to Saniha once more for all of her assistance and support. Without her, I would not have been able to secure this exciting new position. I would 100% recommend Owen Reed to any of my friends or family who are seeking a new legal position! :)

    Olivia Desuza-Bates Avatar Olivia Desuza-Bates
    July 16, 2023

    I received first a call from Rachel who asked me what type of job I was looking for. Later on she sent me an application form and she added my cv on their system. On 12 April Isabella sent me a job application by email and I applied for an Admin Assistant role. Isabella was brilliant and so professional. She was my first point of contact, advising me all the way through. Archie also help me on my interview questions. I finally got the job. A big thank you for the team who were I will say the best recruitment agency. They are real people doing a job they like and they know inside out. On my first day at work, she called me to know how I was. Well done. Amazing agency!

    Zahia Avatar Zahia
    July 2, 2023

    I had such a great experience with Archie she was incredibly helpful and get me updated throughout my time with Owen Reed, I am incredibly thankful for her, for helping me to get my permanent full time job. Thank you

    Rebecca Godfrey Avatar Rebecca Godfrey
    June 23, 2023
  • A massive thank you to Archie who was amazing - she was so helpful from start to finish and the prep before the interview was just what I needed. Thank you so much ..

    Savita Gopal Avatar Savita Gopal
    May 23, 2023

    Saniha secured me a role and she went the extra mile. Was extremely friendly, supportive and did not treat me like just a number. I was very satisfied with their help and would highly recommend.

    Naomi Ade Avatar Naomi Ade
    May 23, 2023

    I received exceptionally professional and sterling service from Owen Reed. Isabela and Archie were especially instrumental in securing me a new role within just 4 short weeks! They proactively guided and supported me with job ideas, interview preparation and feedback. They have been a joy to liaise with and I greatly appreciate their time and efforts. I thoroughly recommend them.

    Simone Ankle Avatar Simone Ankle
    May 23, 2023

    “I would highly recommend recruitment Owen Reed. Fantastic professional service very quick response to my application and they updating me with every stage of the process. Especially Archie she was amazing helpful I was received full support from Archie. Everyone is very friendly professional in the office. I am just about to start a great new role thanks to their fantastic services.” “I would highly recommend Owen Reed to all my family and friends. Owen Reed the best recruitment ever ! Thank you Archie and Isabela

    Magdalena P Avatar Magdalena P
    May 23, 2023
  • I've known Archie for 18 months now. In one word, she is phenomenal! Not only is Archie a go-getter, she is full of energy and enthusiasm and she will go all out for you. She is also very caring and I always felt in good hands from start to finish. Archie has placed me in a job and I'm super excited to see where that takes me. This is my opportunity of publicly saying: "Archie, you are amazing - thank you so much for your dedication and your hard work". Kindest regards, Francoise

    Francoise Liship Avatar Francoise Liship
    April 23, 2023

    I am so grateful to the Owen Reed recruitment consultants but especially to Archana Somasegaran for being the incredible person she is! Archie worked so hard to help me secure my new and exciting role with and incredible Law firm in London. She was consistent with her communication and specific with her tips throughout the entire process. I would like to reiterate, it has been less than a month since I joined Owen Reed and within 2 or 3 days of talking with Archie, I have been hired for this amazing new role. It is quite clear why Owen Reed are the best recruiters in London! Once more, I would like to thank Archie for her incredible help and support. I couldn’t have done it without her. I wouldn’t hesitate to recommend Owen Reed to any of my friends and family looking for a legal role!

    Esther Olukoga Avatar Esther Olukoga
    April 23, 2023

    A massive thank you to Archie!!! Talk about someone who is constantly fighting your corner and is genuinely invested in finding that perfect role. Archie made me feel like I was her most important candidate, coaching me for interviews and building up my confidence as she constantly demonstrated her absolute belief in me. Archie you haven’t been at OR that long but I think they have found a great asset in you. I have formed a great bond with you. You are so easy to talk to and made me feel comfortable and confident at all times. Archie I can’t thank you enough for your support and help in landing me my perfect role!!!! I 100 million percentage recommend you to anyone who is out there wondering what their next role will be

    Vanessa Stewart Avatar Vanessa Stewart
    April 23, 2023

    Just wanted to say a Massive thank you to Archie(ana) she has supported me in finally getting my dream job!!She walked me through the entire process ,even spent time extra time ensuring i was interview ready.I will forever be grateful to her and the entire team at Owen Reed.

    Alice Lubinga Avatar Alice Lubinga
    April 23, 2023
  • A big thank you to the fantastic team at Owen Reed for helping me to secure a new role recently. I have been dealing with Anna, Archie and Rachel and they have all been so supportive, friendly and helpful, particularly around interview prep and understanding the roles I was put forward for. Would definitely recommend!! Thank you!

    Troy Connors Avatar Troy Connors
    March 23, 2023

    I've used Owen Reed successfully in the past, and again very recently, leading to being offered a new role in the space of a couple of weeks. Archie helped find my latest role and I cannot thank her enough! Archie is very friendly and her enthusiasm in wanting to help find your ideal role is really encouraging and helps boost your confidence throughout the process. She is very supportive and listened to exactly what I wanted, found exactly that, and assisted thoroughly with interview preparation etc. Thank you so much Archie!! :)

    Megan Avatar Megan
    March 23, 2023

    Great service from Owen Reed team. Rachel and Archie were very helpful and eventually helped me to get the right role quite quickly. Great communication and effort from everyone here.

    Aurea Romain Avatar Aurea Romain
    March 23, 2023

    I cannot thank Archie enough! She was amazing and was there for me every step of the way, with guidance, confidence boosting and also caring and understanding, she pushed me to believe in myself more and her interview prep and tips were invaluable! She found me a new role within 3 weeks! Archie even called me on the morning of starting my new role to wish me luck, she truly has the personal touch. Thanks Archie, you are a superstar!

    Sarah Keating Avatar Sarah Keating
    March 23, 2023