Owen Reed is looking for an experienced, proactive and highly organised Practice Assistant to join the Charity & Community team of a top law firm in London.
Hybrid Working: Three to four days in the office during the first two months, reducing to two days per week afterwards.
Working Hours: 9.30 a.m. To 5.30 p.m., Monday to Friday. It is essential that the successful applicant is committed, flexible and prepared to work beyond normal office hours when necessary and in response to demand.
Responsibilities
Organisational Support
- Effective and proactive diary management, and awareness of Fee Earners' workloads to plan ahead, with minimal supervision
- Processes relevant applications, forms or searches, with minimal supervision
- Has a good knowledge of all systems/processes used within the Department
Client Relationship and Business Development
- Provides excellent service to clients, both internal and external, 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
- Provides assistance in the delivery of marketing communications, and records all business development meetings in the CRM system
- Recognises, respects and honours client confidentiality at all times
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 the CRM system where appropriate
- Proof-reads all documents for spelling, grammar and sense, querying wording where appropriate
IT Skills and Systems
- Maintains a high level of proficiency in core IT applications including the Microsoft Office suite (Word, Excel, PowerPoint and Outlook)
File Management
- Adopts a pro-active approach and works with Fee Earners effectively, to maintain regular file management, to ensure all files are up to date, closed and archived, as appropriate
- Keeps accurate records of all files sent to off-site storage via Records
Financial Risk Management
- Prepares bills, as required by Fee Earners
- Prepares AML documentation and obtains relevant documentation from clients in a timely manner, as required by Fee Earners
- Carries out conflict searches and correctly identifies the work type
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 and previous experience working in Charity and Community would be helpful