Practice Assistant Reg Hub 3

• Manage the production of documents and check returned work produced by the CLS team/speech recognition for accuracy/formatting, before it is passed to the relevant lawyer
• Taking and making client related calls, dealing with and handling message taking as appropriate
• Liaise with Clients & Markets to assist with the organisation of, and providing support for, scheduling client events, tender meetings, client training etc.
• Assist with the organisation of tenders and pitches to ensure the document creation process is managed effectively and to the highest standards
• Manage client contacts and ensure new prospects, clients and contacts, activities and business development information are added
• Responsible for keeping up to date with client specific protocols and processes
• Responsible for files to be opened and closed and supervise general filing requirements and record keeping and production of engagement letters
• Manage and monitor the key dates process for clients and ensure compliance procedures are up to date on all files and matters
• Support lawyers in business development activities including the involvement in preparation of pitches and presentations, scheduling meetings
• Work with business development managers on the maintenance of CRM
• Assisting in the organisation of internal and external events, seminars and conferences
• Manage diaries, ensuring they are up-to date, anticipating requirements e.g. associated travel /accommodation bookings, meeting rooms, drafting itineraries, preparing agendas, preparing and circulating papers
• Along with HL, point of contact for the team
• Produce and maintain Excel spreadsheets as required
• Assisting in the tender process
• Arrange for the preparation and collation of internal sector newsletters and briefings
• Uploading documents to PDF docs and editing documents using the same
• Arrange photocopying, printing, organising couriers, sending out letters, faxes etc.
• Submitting documents for signature by clients via DocuSign
• Receiving instructions via digital dictation for tasks and acting upon the same
• Key point of contact for allocated Partners and Clients
• Monitor post and/or emails and dealing with as appropriate ensuring all client related correspondence is passed on
• Liaising with clients and contacts involved in client matters
• Liaising with and providing support to their immediate colleagues in the department
• Minute taking, following up designated actions to ensure completion ahead of the next meeting
• Liaison with and taking direction from your HL
• Liaise with the HL over any planned absences
• Assist partners and business development for client and event billing and credit control process
• Responsible for the completion of complex billing
• Request cheques, bank transfers, and paying in money received
• Reviewing and updating time allocation and disbursements
• Taking overall responsibility for the client billing process
• Anticipating and dealing with matter related finance administration to include BACs, TTs etc.
• Supporting the co-ordination of the WIP process
• Managing expenses
• Responsible for managing priorities and workloads to ensure deadlines are met
• Responsible for managing the creation and maintenance of data rooms and client information in accordance with case milestones
• Responsible for managing client and matter data
• Online applications e.g. Companies House, Land Registry, Searchflow, forms
• Undertaking searches and completion of requisite forms and submissions
• Ensuring compliance with firm wide/department policies and procedures
• Arranging and attending team meetings
• Liaising with partners, lawyers, LSAs, HL and SM's to take instruction and liaise on work requirements
• Consistently and appropriately update service users on progress
• Regularly offer assistance wherever possible

• Significant experience of working in a legal or professional services environment
• An aptitude for providing top level organisational support, anticipating support needs, producing documents and client communications of the highest standard
• Advanced knowledge of Microsoft Office
• Advanced knowledge of document management/case management systems
• An effective communicator with the ability to establish and build client relationships
• striving to provide exceptional service at all times
• Customer/client service focused
• Proven experience of managing high level client facing tasks and priorities, with a hands-on, practical approach
• Effective at investigating issues and seeing a problem through to conclusion
• Conscientious, taking personal responsibility for own work and accountability for its delivery and quality
• Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges
• Positive can-do attitude with the ability to adapt to change
• Ability to lead, motivate and develop people
• Confidential and discreet but able to redirect information when appropriate to ensure areas of concern are resolved effectively
• Well organised and methodical with excellent attention to detail, ensuring accuracy in all client communications and deliverables

Flex Forward scheme (flexible working)