Logo of Huzzle

Home

Matches

Explore

Manage

Practice Assistant/ Legal Secretary

image

Browne Jacobson LLP

3mo ago

Applications are closed

  • Job
    Full-time
    Entry Level
  • Birmingham

Requirements

  • What technical skills are required for someone to be successful and enjoy the role?
  • - Experience of working in a legal or professional services environment
  • - Advanced knowledge of Microsoft Office
  • - An aptitude for producing documents and client communications of the highest standard
  • - Advanced knowledge of document management/case management systems
  • Who would be a good fit for this role?
  • - Experience of working in a legal or professional services environment
  • - Advanced knowledge of Microsoft Office
  • - An aptitude for producing documents and client communications of the highest standard
  • - Advanced knowledge of document management/case management systems

Responsibilities

  • Client relationship management
  • Become an active part in the care of clients and be wholly familiar with contacts/clients and dealing with basic client queries as appropriate
  • Manage the production of documents and check returned work produced by the Shared Services 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.
  • Liaise with Client & Marketing and provide support for scheduling tender meetings, directory interviews, client training etc.
  • 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
  • Administrative
  • Responsible for files being opened and closed. Supervise general filing requirements and record-keeping and production of engagement letters, ensuring compliance 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 involvement in preparation of pitches and presentations, scheduling meetings e.g. tenders, directories, internal client
  • Work with business development managers on the maintenance of CRM to ensure key client contacts are in Interaction and ‘bounce-backs’ e.g. contacts with rejected email addresses are reviewed, updated or archived from system
  • Assisting in the organisation of internal and external events, seminars and conferences (vulture)
  • 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 the initiative to provide exceptional client service, promoting and developing ownership within the teams
  • Assisting in the tender process – liaising with Business Development, collating outstanding information, assisting with draft/final submissions
  • 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
  • Maintaining LinkedIn profile, updating connections, and adding new activity
  • Checks Mytenders for CVs, copies of old tenders, policies, insurance details, etc.
  • Manages enquiry inboxes, and website queries
  • Communication
  • Key point of contact for Fee Earners and Clients to maintain relationships and ensure 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, prioritizing emails, collating necessary paperwork, and e-filing
  • Provide support to their immediate colleagues in the department, and where practical, other legal and support departments as requested by the Team Manager. Assisting others where there is spare capacity or it 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 lunchtime telephone rota within the Practice Assistant team
  • Minute taking, following up designated actions to ensure completion ahead of the next meeting
  • Liaise with the [Team Manager] over any planned absences, arranging cover as necessary and communicating this to the relevant fee earners
  • Financial
  • Assist fee earners and business development for client and event billing and credit control process
  • Responsible for the completion of complex billing; ensuring bills are prepared to the highest standards of accuracy and it’s undertaken within the team in accordance with the contractual requirements
  • Request cheques, bank transfers, and paying in money received, as appropriate
  • Reviewing and updating time allocation and disbursements ensuring appropriate matter allocation
  • Supporting the co-ordination of the WIP certification process
  • Anticipating and dealing with matter related finance administration to include APRs, BACs, TTs
  • Managing Expenses
  • Processing
  • Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with PSM where challenges arise
  • Responsible for managing the creation and maintenance of client data rooms in accordance with case milestones
  • Proactively promote the use of data rooms with clients and lawyers
  • Responsible for ensuring client and matter data is maintained within our case management and practice management systems, raising requests with the CMI team as appropriate
  • Online applications e.g. Companies House, Land Registry, Searchflow, CRU forms
  • Undertaking searches and completion of Stamp Duty Land Tax
  • Ensuring compliance with firm-wide/department policies and procedures including Lexcel and Information Security
  • Customer service
  • Arranging and attending team meetings
  • Liaising with fee earners and PSM's to take instruction and liaise on work requirements
  • Consistently and appropriately update service users on progress where appropriate
  • Regularly offer assistance wherever possible

FAQs

What is the job title for the vacancy being advertised?

The job title is Practice Assistant/Legal Secretary.

Where is the job location for this role?

The job is located in Birmingham.

What type of employment is being offered?

The vacancy is for a permanent position.

What are the working hours for this role?

The position is full-time.

What business area does this job fall under?

This job falls under Legal Support Services.

What level is this position classified as?

This position is classified as Mid level.

Who is the vacancy owner for this role?

The vacancy owner is Jonah Philpott.

What are the main responsibilities of a Practice Assistant/Legal Secretary?

The main responsibilities include managing client relationships, administrative tasks, communication, financial administration, processing, and providing exceptional customer service.

What skills are required for someone to be successful in this role?

Required skills include experience in a legal or professional services environment, advanced knowledge of Microsoft Office, aptitude for producing high-quality documents and client communications, and knowledge of document/case management systems.

Is there a focus on diversity and inclusion within the firm?

Yes, the firm emphasizes social mobility, diversity, and inclusion, striving to create meaningful development opportunities and offering a supportive work-life balance.

What support is provided for disabled applicants?

The firm is a Disability Confident Employer and will offer an interview to disabled applicants who meet the minimum criteria for the role.

What kind of training or development opportunities does the firm provide?

The firm aims to create meaningful personal and professional development opportunities and offers flexible working arrangements.

What additional tasks does the Practice Assistant/Legal Secretary handle?

Additional tasks include managing diaries, producing Excel spreadsheets, supporting business development activities, and maintaining communication with clients and fee earners.

Are there any specific compliance responsibilities within the role?

Yes, the role involves ensuring compliance procedures are up to date and managing client-specific protocols and processes.

Browne Jacobson LLP

Championing fairness, making the complex simple, and forging connections between clients.

Law
Industry
1001-5000
Employees
1832
Founded Year

Mission & Purpose

We’re Browne Jacobson. The law firm for positive impact across business and society. Social and environmental impact are at the top of the business agenda. At Browne Jacobson, we’ve always worked across business and society, and this expertise sets us apart. Here, we champion fairness, make the complex simple and forge connections between clients to find creative solutions. This is how our lawyers improve outcomes for every person, community and business we serve. Law needs all voices to reflect the society it serves. We’re working towards social mobility, diversity and inclusion in our firm - and our profession. And we’re focusing on well-being and individuality so that all our people can thrive. We invite you to come and work with us, or for us. Browne Jacobson is the brand name under which Browne Jacobson LLP and Browne Jacobson Ireland LLP provide legal and other services to clients. The use of the name "Browne Jacobson" and words or phrases such as "firm" is for convenience only and does not imply that such entities are in partnership together or accept responsibility for the acts or omissions of each other.

Benefits

  • Sick Pay