Legal Support Assistant

  • Owen Reed Ltd
  • Jan 03, 2021
Legal and court services

Job Description

Owen Reed are recruiting for a Legal Support Assistant to join a top London law firm.

 

The Legal Support Assistant will working as a team to act as a point of contact for fee earners.  The Legal Support Assistant will manage the workflow by utilising Administrative Assistants and Document Production,  retaining  ownership  and  accountability  of  all  tasks  through  to  completion. The Legal Support Assistant will provide a high quality, comprehensive workflow management and organisational service to fee earners in the group and exceptional client service.

 

Key Responsibilities

Client Relationship Management

  • Manage the production of documents and check returned work produced by the Document Production 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.
  • Manage Interaction 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, implementing, providing guidance and training to others where necessary and ongoing monitoring.
  • Responsible for keeping up to date with client specific protocols and processes, implementing, providing guidance and training to others where necessary and ongoing monitoring.

Administrative

  • Responsible for files to be opened and closed and supervise general filing requirements and record keeping and production of engagement letters ensuring compliant at all times
  • Monitor and manage key dates for clients and ensure compliance procedures are up to date on all files and matters
  • Support fee earners in business development activities including the involvement in preparation of pitches and presentations, scheduling meetings e.g. tenders, directories, internal client
  • 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
  • Produce and maintain Excel spreadsheets as required.
  • First point of contact for the team, dealing with queries and acting on initiative to provide exceptional client service, promoting and developing ownership within the teams
  • Arrange for the preparation and collation of internal sector newsletters and briefings
  • Arrange photocopying, printing, organising couriers, sending out letters, faxes etc.
  • Receiving instructions via digital dictation for tasks and acting upon the same

Communication

  • Key point of contact for Fee Earners and Clients to maintain relationships and ensure a high level of support is always provided by the team.
  • Monitor post and/or emails and dealing with as appropriate ensuring all client related correspondence is passed on to an appropriate fee earner and actioned as necessary; proactively responding to and drafting responses on behalf of others, prioritising emails, collating necessary paperwork and e-filing
  • Liaising with and providing support to their immediate colleagues in the department, and where practical, other legal and support departments as requested by Hub Leader. Assisting others where there is spare capacity or it is evident that a colleague needs assistance with their workload
  • Answering phone calls for other members of the team when they are away from their desk and participating in a lunch time telephone rota within the Practice Assistant team
  • Minute taking, following up designated actions to ensure completion ahead of the next meeting
  • Liaison with and taking direction from your Legal Support Manager
  • Liaise with the Legal Support Manager over any planned absences, arranging cover as necessary and communicating this to the relevant fee earners

Financial

  • Assisting fee earners with billing related tasks
  • Reviewing and updating time allocation and disbursements ensuring appropriate matter allocation
  • Request cheques, bank transfers, and paying in money received, as appropriate
  • Supporting the co-ordination of the WIP process
  • Dealing with matter related finance administration to include APRs, BACs, TTs
  • Processing expenses

Processing

  • Responsible  for  managing  priorities  and  workloads  to  ensure  deadlines  are  met.

Liaising with Hub Leader/Legal Support Managers where challenges arise

  • Responsible for managing the creation and maintenance of data rooms and client information in accordance with case milestone
  • Responsible  for  ensuring  client  and  matter  data  is  maintained  and  updated  within appropriate systems, raising requests with the BAU team as appropriate
  • Online applications e.g. Companies House, Land Registry, Searchflow, CRU forms
  • Undertaking searches and completion of requisite forms and submission
  • Ensuring    compliance    with    firm    wide/department    policies    and    procedures

Customer Service

  • Arranging and attending team meetings
  • Liaising with fee earners, Hub Leader and Legal Support Managers to take instruction and liaise on work requirements
  • Consistently and appropriately update service users on progress where appropriate
  • Regularly offer assistance wherever possible

City

London