Owen Reed
Legal PA- Dispute Resolution/Litigation
Job Location
Manchester, United Kingdom
Job Description
Role: Legal PA- Dispute Resolution/Litigation (Perm)
Hours: 9:30 to 5:30 (Hybrid)
Salary: Competitive
Location: Manchester
Duties & Responsibilities
Diary management:
- Ensure client meeting clashes do not occur
- Partners/fee earners have all the required materials for their client meetings
- Arrange meetings on behalf of partners/fee earners/clients
- Ensure business travel information is entered into calendars
- File management responsibilities - Opening and closing files including ensuring electronic filing systems are maintained accurately and up to date
- Mailbox management with the ability to prioritise, categorise and respond to basic client requests and draft responses accordingly
- Monitoring and being the gatekeeper to fee-earners' mailbox in their absence
- Communicate regularly with fee earners to ensure that both parties are clear on priorities and what is on the 'to do' list
- To undertake limited typing i.e urgent short documents (digital and non-digital dictation)
- Proactive client liaison including take messages, pass on information and deal with simple queries
- Pro-actively delegate work to the relevant secretarial resource e.g Document Production team, Practice Administration to ensure that PA time is maximised and the newly introduced model is being followed
- Management and co-ordination of the Partners’ billing and financial requirements which includes:-
Proactive billing and credit control:
- Check InTapp time to ensure that partners / fee earners time recording is up to date – remind where necessary and remind Partners / senior associates of final billing day for the month end
- Liaise with Billing for Partner WIP reports - run WIP reports, distribute to Partners and chase Partners for client matters numbers for printing billing guides and draft invoices
- Check with Partners/senior associates to ensure that all matters they want to invoice have been billed
- Build an understanding of each client's different billing requirements to ensure that invoices are not rejected
- Prepare specific draft billing narratives where required
- Prepare draft letters/emails to accompany sensitive invoices, thank you letters etc.
- Submit invoices on behalf of Partners and respond to clients on billing issues
- Build relationships with Client PAs/accounts departments to ensure that billing issues are resolved quickly
Marketing Support:
- Photography
- Liaise with Concierge to have new fee earner photos taken
- Saving photos in correct house style and in appropriate Marketing filesite folders
- Digital/Website
- Uploading and updating content on the website including; creating lawyer profiles, blogs and briefing papers
- Upload photography to fee earner profiles on the website
- Upload files to the website to create links for hyperlinking in emails
- Proof reading and hyperlinking keywords in the text to relevant target pages on all content added to the site
- Bids
- Collating and maintaining Master CVs for each fee-earner and sorting by partner, director and other grade
- Updating bids credentials lists with matters from Chambers after each directories round
- Credentials database – adding to it by practice and sector
- Bidding library - adding to it by sector and sub-sector
- Key information on Risk, Insurance, International and Financial
Business Development:
- InterAction – management of fee earners' contact data including recording BD activities, updating marketing lists, assisting with pipeline/opportunity updates
- Collating information for expressions of interests and credentials documents
- Providing About Us documents
- Organising conference calls on behalf of the fee earners
- Organising transport, accommodation and related documentation for international travel as required - produce itinerary as appropriate
- Assisting with workload of team members within practice group and across the firm as required
- Any additional ad hoc tasks as required
Other:
- Support with the opening of new clients with the firm's client onboarding platform, InTapp Intake.
Experience and Knowledge
- Legal PA experience
- Ability to liaise with Courts and Counsel
- Experience of producing court bundles (hard copies and soft copies) to a high standard.
- Time Recording
- Excellent diary management, organisation and prioritisation skills
- Communicate effectively and build good relationships with clients and staff within the firm
- Must work well as part of a team
- Competent, fast and accurate typist
- Competent at producing legal documents to a high standard
- Professional telephone manner and the ability to accurately record and pass on messages
- Sound technical skills in the following areas: Microsoft Office IT skills – Word, Excel, PowerPoint, Publisher, Outlook
- Proven document or case management skills
- Proven experience of using a legal computerised finance system
- Proven experience of using a Client Relationship Management system
Location: Manchester, GB
Posted Date: 10/29/2024
Contact Information
Contact | Human Resources Owen Reed |
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