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Practice Team Assistant (Real Exchange)

Type: Permanent
Salary: £23,000 - 27,000 per annum
Location: Liverpool Street

Owen Reed are recruiting for a Practice Team Assistant to join a top law firm in London.  This role is office based working 9.30-5.30.

The Practice Team Assistant will provide support to the relevant PA team and fee earning colleagues by assisting them in the following areas:

Deliver high quality, accurate work whilst managing and responding to changing and competing priorities

Meet required deadlines and negotiate alternate timeframes when necessary utilising other in-house services as appropriate (e.g. Reprographics, Document Production and General Office)

Implement effective telephone call management and other communication work practices.  Ensure callers and other parties receive a consistent, high quality service and their expectations are managed

Print, photocopy and scan relevant documents as and when required.  This includes assisting with the preparation of Court/Counsel bundles, Deeds and fee earner working papers

File relevant documents in electronic or hard copy files as and when required 

Assist with fee earner expense claims, cheque requisitions and other banking related admin in a timely manner

Manage own email including timely response, filing of emails (including hard copy filing where necessary)

Manage the entry of timesheets for partners (where relevant) promptly with accurate use of phase and task codes (if required) 

Assist with the billing administration process which may include the creation of pre-bills, editing of bills and narratives, producing bill cover letters, ebilling set-up/submission and posting onto the system as per firm policy and process

Assist with making client/matter changes such as adding/amending client addresses, third party payers and making changes to agreed rates at the final billing stage

Support the team with meeting the required WIP, billing and debtor's day's targets by generating client matter reports and rectifying errors and omissions when required

Assist with the new business intake administration process which may include, conflict checks, file opening forms, anti-money laundering/agreed rates forms and preparing engagement letters including checking for retainers

Assist with quick turnaround document work that cannot be sent to DP

Assist with the organisation of event/meeting logistics such as booking conference rooms, arranging refreshments, equipment, arranging dial-in details and VC set-up and making restaurant reservations for client lunches/dinners.

Assist with point to point travel bookings which may include single/return train/flight tickets, hotel and taxi bookings

Assist with updating client information and relevant databases, following PA or lawyer instructions (eg, InterAction)

Prepare files for archiving and manage return/retrieval of files following firm guidelines

Provide ad hoc support to the group or division such as assisting with incoming mail, answering the telephones, booking couriers, organising repro/DP submissions, assisting with room moves and any other general administrative duties

Adhere to firm, office and practice group policies and procedures, including those that are formal, informal, documented or verbal

Take all necessary steps to ensure you are aware of correct procedures. Maintaining inquisitive, collaborative and vigilant work habits, keeping abreast of changes and developing more efficient work processes. Demonstrate this in your interactions with others

Demonstrate enthusiasm and proactivity in the workplace, including participating in and contributing to secretarial group meetings, firm initiatives, focus groups, pilot groups, team building activities, learning and development sessions and other relevant activities

Take responsibility for your own learning, undertake recommended training, keep up to date and comply with firm policies, adopt new or improved firm and practice group recommended work practices, and share information with others about better ways of working

Skills, experience and qualifications    

External candidates to have at least 18 months experience in an administrative role

Typing speed minimum of 45 wpm with 98% accuracy

Good knowledge of the Microsoft suite (Outlook, Word, Excel and PowerPoint)

Good written and verbal communication skills

A demonstrated ability to build effective and trusting relationships with people internally and external to the firm

Good organisational and time management skills with the ability to think ahead

Ability to multi-task and prioritise competing demands from multiple stakeholders

Ability to respond to changing circumstances and work to meet deadlines

Good attention to detail 

Good proof-reading skills

Good problem-solving ability

Strong teamwork skills 

Demonstrates proactivity and ability to act on own initiative

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