Title:
Practice Administrative Assistant
Hours:
9:30am - 5:30pm and as required, flexible applications considered
Working week:
Monday - Friday
Department:
Secretarial Services
Purpose of job:
The Practice Administrative Assistant is an integral part of the Practice Support Team; working collaboratively in close liaison with the Practice Assistants, supporting across Practice Areas to provide flexible, efficient and effective support with daily administration for their stakeholders.
Practice Administrative Assistant day-to-day duties:
- All aspects of general administration; ensuring completed tasks are checked for accuracy, demonstrating attention to detail, and are ready to return to the PA or fee earner by given deadlines
- Assisting with diary management, room bookings and conference calls, including checking if meeting rooms have been set-up as requested and catering is in place if required
- Assisting with travel management; booking and arranging straightforward travel, researching options to ensure the most cost-effective choice
- Assisting with client liaison by telephone and email; taking messages, passing on information and dealing with queries as appropriate in a timely manner
- Assisting with e-filing and mailbox management for fee earners
- Assisting with photocopying, scanning, collation of enclosures for correspondence and e-bundling as required
- Assisting with searches via Companies House & Land Registry
- Identifying potential issues and coming up with solutions; knowing when to escalate any concerns to Team Leaders or the PA Manager so that a resolution can be found in a timely manner
File/Matter duties:
- Assisting with new business enquiries, following departmental processes
- Assisting with file opening and with the preparation of all relevant documentation
- Entering contact information on the firm’s CRM
- All elements of document management, including assisting with data rooms
- Assisting with file closures and archiving, liaising with the Office Services Team
Finance and Billing duties:
- Assisting with all elements of financial management in accordance with practice area and firm procedures, to include:
- Processing expenses, requesting and processing disbursements from external parties
- Preparing electronic bank transfers
- Assistance with client balances
Business Support duties:
- Liaising as needed with business support services across the firm, to include: BD & Marketing, Finance, People & Culture, IT, Legal & Commercial Operations, Business Acceptance Team, Office Services & Building Wellness Team
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