PURPOSE OF JOB:

The Practice Administrative Assistant is an integral part of the Practice Support Team; working collaboratively in close liaison with the Practice Assistants, supporting across Practice Areas to provide flexible, efficient and effective support with daily administration for their stakeholders.

PRACTICE ADMINISTRATIVE ASSISTANT DAY TO DAY DUTIES:

• All aspects of general administration; ensuring completed tasks are checked for accuracy, demonstrating attention to detail, and are ready to return to the PA or fee earner by given deadlines
• Assisting with diary management, room bookings and conference calls, including checking if meeting rooms have been set-up as requested and catering is in place if required
• Assisting with travel management; booking and arranging straightforward travel, researching options to ensure the most cost-effective choice
• Assisting with client liaison by telephone and email; taking messages, passing on information and dealing with queries as appropriate in a timely manner
• Assisting with e-filing and mailbox management for fee earners
• Assisting with photocopying, scanning, collation of enclosures for correspondence and e-bundling as required
• Assisting with searches via Companies House & Land Registry
• Identifying potential issues and coming up with solutions; knowing when to escalate any concerns to Team Leaders or the PA Manager so that a resolution can be found in a timely manner

FILE/MATTER DUTIES:

• Assisting with new business enquiries, following departmental processes
• Assisting with file opening and with the preparation of all relevant documentation
• Entering contact information on the firm’s CRM
• All elements of document management, including assisting with data rooms
• Assisting with file closures and archiving, liaising with the Office Services Team

FINANCE/BILLING DUTIES:

• Assisting with all elements of financial management in accordance with practice area and firm procedures, to include:
• Processing expenses, requesting and processing disbursements from external parties
• Preparing electronic bank transfers
• Assistance with client balances

Business Support duties:

• Liaising as needed with business support services across the firm, to include: BD & Marketing, Finance, People & Culture, IT, Legal & Commercial Operations, Business Acceptance Team, Office Services & Building Wellness Team