Recruiter

Owen Reed

Salary

Competitive

Job term

Permanent

Job hours

Full time

Legal PA - Document & File Management

Duties

Ensuring that the documentation we produce is of the highest quality and our files are accurate and up to date

Managing production of documents (produced in-house and externally), co-ordinating changes made including taking responsibility for the consistency of those documents (eg, formatting, numbering, deltaview etc), utilising Exigent (the firm's transcription provider) wherever possible.

Managing audio typing by Digital Dictation, drafting correspondence, producing documents/letters/e-mails and memos, utilising Exigent wherever possible, taking responsibility for collating correspondence and enclosures

Opening client files, including completing conflict searches and money laundering checks in conjunction with lawyers, preparation of client engagement letters, collating all the relevant information required and maintaining client files on a day to day basis, including filing where required

Undertaking regular reviews of files and papers for lawyers, checking account balances and liaising with lawyers to ensure that all files which are not current are archived and deeds are put in storage

Taking complete responsibility for any copying, faxing or scanning required by lawyers, including preparation of large files, bibles or bundles of documents (hard copy and electronic), including pagination and indexing



Legal PA - Business Development/Relationship Management

How you can contribute to developing the firm's business and maintaining excellent relationships with our clients and potential clients

Working in conjunction with the Business Development Team to ensure a consistent approach across office, practice groups and sectors is maintained.

Legal PA - Billing, Financial & Project Management

How you can assist lawyers in managing their matters/projects and utilise our systems to the maximum benefit

Attending internal client or project meetings to take notes and assisting in action points if required

Preparation and submission of lawyers' expenses, including chasing lawyers for receipts and mileage information following meetings and business trips and following up on authorisations

Creating and maintaining plans on Smartplan (our in-house project management tool)

Taking responsibility for producing contact sheets or parties lists for each file, keeping these up to date and updating the relevant lawyer's Outlook address book

Assisting lawyers with the billing process, agreeing in advance dates for billing, requesting pre-bills, drafting narratives and covering letters and putting paperwork in front of lawyer for sign off

Utilising Adherant to assist lawyers with financial queries and subscribing to relevant alerts in order to provide information to lawyers and produce client reports

Developing good knowledge of the firm's accounts procedures, completing cheque requisitions, TT and BACS authorisations and processing client monies and ensuring all the supporting paperwork is completed promptly and accurately with partner authorisation

Legal PA - PERSON SPECIFICATION:


The ideal candidate will have a flexible and adaptable approach to work. They will be reliable and hardworking, remain calm when working under pressure, must be able to work to tight deadlines and will work well within a team.


The nature of the role also requires a self-starter who is extremely organised, able to work on their own initiative and recognises the need for confidentiality.


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