Legal Support Assistant, 12 month FTC
Clyde & Co
- Manchester
- Permanent
- Full-time
- 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 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 clients.
- 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
- Monitor post and/or emails and dealing with as appropriate ensuring all client related correspondence is passed onto 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 the Hub Leader.
- 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.
- Liaising 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.
- 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.
- 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
- 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.
- Advanced knowledge of document management/case management systems.
- An effective communicator with an excellent customer and client service approach; striving to provide exceptional service at all times.
- Proven experience of managing client facing tasks and priorities, with a hands-on, practical approach.
- Effective at investigating issues and seeing a problem through to conclusion.
- Conscientious, taking personal responsibility for own work and accountability for its delivery and quality.
- Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges.
- Positive can-do attitude with the ability to adapt to change.
- Confidential and discreet but able to redirect information when appropriate to ensure areas of concern are resolved effectively.
- Well organised and methodical with excellent attention to detail, ensuring accuracy in all client communications and deliverables.
- Experience of working in a legal or professional services environment.
- An aptitude for managing multiple priorities, producing documents and client communications of the highest standard.
- Advanced knowledge of Microsoft Office
- Work as one We are a globally connected team of talented people who act with a firm-first mentality to achieve success
- Excel with clients We aim high and challenge ourselves to deliver unique excellence for our clients, keeping them at the centre of everything we do
- Celebrate difference We help each other to be at our best and believe our differences result in greater achievement
- Act boldly We seek new opportunities, take action and learn as we go, recognising that curiosity drives our development and contributes to growth
- Technical Excellence
- People and Team
- Client/Stakeholder Relationships
- Service Delivery and Commercial Awareness
- Personal Effectiveness