Legal Pa - London, United Kingdom - Howard Kennedy

Howard Kennedy

Verified Company

London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

The role

To provide first class professional legal secretarial and administrative support to a busy team of fee earners (including partners) in our Private Client Department, namely the Trusts and Estates Disputes team.

Secretaries work principally for named fee earners, however all secretaries work as part of a team with shared responsibilities. Team members will be expected to prioritise and share tasks when appropriate in order to meet business needs.

Main responsibilities

Creation of new client/matter files and onboarding clients and undertaking due diligence.
Creating first draft Engagement Letters and distributing the same once approved by the matter partner.
Dealing with the end to end billing process including running reports using Elite 3E reporting.
Assisting partners/fee earners by liaising with the billing team, producing the relevant documentation and reports, and prompting Partners/fee earners to complete all necessary paperwork.
Creating precedent invoice letters to send to clients.
Preparation of account forms and where necessary management of client invoices.
Responding and dealing with external or internal telephone calls and queries in a professional manner, taking clear and concise messages.
Proactive diary management to include booking of internal/external meetings, identifying potential clashes.
Dealing with all travel arrangements including producing detailed itineraries.
Inputting expense claims via Chrome River.
Event planning (liaising with BD).
Dealing with BD activities ensuring all relevant databases are updated.
Establishing relationships with clients and clerks at chambers and being able to give assurance with generic queries, demonstrating knowledge of the files.
Typing/amending documents and drafting where appropriate.
Ensure all requirements are met when arranging meetings eg booking meeting rooms, video conference facilities, refreshments, restaurants.
Department specific support, e.g. familiarity with standard Court Forms.
Delegate and manage work to our Document Production Centre, ensuring dictations and documents are submitted and returned in a timely manner.
Proof reading to ensure all documents produced are accurate and correctly presented paying attention to Howard Kennedy house styles.
Identify files on Fee Earner matter list to be archived.
Collating and indexing legal documentation, deeds scheduling and deeds management.
Being proactive by ensuring that the fee earners have any paperwork, equipment and supplies required for any meetings, travel etc.
Produce hearing bundles ensuring the relevant court documents are in the relevant section etc.
Preparing agendas, presentations etc for internal/external meetings.
Ensuring all external contacts/agent fees are updated to relevant systems.
Minute taking.
Delegating appropriate work to the Team Assistant.
Undertaking research.
Small volume photocopying and scanning, with delivery/collection of large volume photocopying and scanning and couriers to the Document Services team.
Support to other Legal PAs where required, especially during any absence.

About you

Ideally you will be able to demonstrate:

Experience in a law firm disputes team, supporting litigation fee earners in a demanding, high performing professional services environment.
Excellent oral and written communication skills.
Excellent diary management and proactivity skills.
Ability to work well under pressure, remaining calm and focussed.
Ability to work in a team and to multitask.
Excellent organisational skills and timemanagement skills.
Excellent attention to detail.
Excellent use of Outlook, Microsoft Word, Excel, PDF and Powerpoint.
Enthusiastic, cando approach to tasks and situations as well as requests for action outside normal scope of duties.
Ability to take personal responsibility, ownership and behave responsibly.
Listens carefully and questions to ensure all relevant information is obtained to action.
A strong team player.
Displays discretion when dealing with sensitive information.

Previous experience with the below systems would be desirable:

BigHand digital dictation
Elite 3E
DocuSign
Carpe Diem
Lexis Smart Forms or Laserforms
CRM
Chrome River

About Us

We are a London based, full-service law firm, specialising in providing straightforward advice to entrepreneurial businesses and individuals on domestic and international matters.

We have grown substantially in recent years, including two mergers and an office move.

We've also matured in terms of our approach to providing advice to our clients, seeking to simplify and improve the experience of working with a modern, independent law firm.

We're proud of our journey. Without losing sight of where we've come from, we are focused on where we're going. We are evolving and growing every day. And just like our clients, we are ambitious and moving forward. Many of our clients are entrepre