Legal PA - Corporate

Ritz Recruitment Ltd
08 Feb 2017
08 Mar 2017
Contract Type
Full Time

Legal PA - Corporate
Manchester City Centre
Salary: £22,000 - £26,000

Our client is looking for a Legal PA to provide proactive and professional PA/administrative support to several fee earners in their Corporate Team including the Head of Department, with additional support to other groups as necessary. You will ensure that secretarial services are delivered to the business in a manner which is consistent with the increasingly competitive environment in which the firm operates. This role is intended to embrace a team-working approach, collaborating with lawyers and other members of support staff to fulfil the needs of the business. In addition to being assigned to a number of specific lawyers, it is expected that you will work with every member of the team to ensure that the overall needs of the practice group are met.

Key Responsibilities:

  • Building and maintaining effective relationships with clients and their teams, and developing knowledge of the group's clients and their business
  • Actively contributing to client service initiatives in the group, including attending client events and seminars where required
  • Liaising regularly (at least on a weekly basis) with lawyers to identify lawyers' work commitments and prioritising workload accordingly
  • Arranging meetings and appointments for lawyers, both internally and externally, ensuring the Outlook diary is up to date and holds all the necessary information in relation to the appointment
  • Taking responsibility for booking travel, meeting rooms and arranging for necessary equipment and refreshments
  • Proactive advance monitoring of lawyers' diaries, reminding lawyers of diary commitments and taking responsibility for ensuring that lawyers have all supporting paperwork and necessary information for each meeting or appointment
  • Liaising with the travel company to make travel and accommodation arrangements, keeping lawyers advised of any changes in scheduling and ensuring they have an accurate and up to date itinerary and all the relevant travel details are in their Outlook calendar
  • Liaising with support departments to resolve problems on lawyers' behalf and taking ownership of the issue, following up where appropriate
  • Taking ownership of answering lawyers' telephone calls when they are unavailable, taking accurate messages and passing them on promptly, trying to assist and answer any non-legal queries if possible and ensuring the caller receives a satisfactory response
  • Screening, prioritising and dealing with lawyers' incoming e-mails, post and voicemail when lawyers are out of the office, acknowledging receipt and responding where able and appropriate
  • Management and co-ordination of lawyers' e-mails, including electronic filing and printing
  • Preparing presentation slides and materials for internal and external meetings and seminars
  • Drafting short letters, memos or notes (non-legal content) in a literate and professional manner
  • Managing production of documents (produced in-house and externally), co-ordinating changes made including taking responsibility for the consistency of those documents (eg, formatting, numbering, deltaview etc), utilising the firm's transcription provider wherever possible.
  • Managing audio typing by Digital Dictation, drafting correspondence, producing documents/letters/e-mails and memos, utilising Exigent wherever possible, taking responsibility for collating correspondence and enclosures
  • Acting as a point of liaison between lawyers and the firm`s transcription provider, taking responsibility for clarifying any queries raised by them and printing and collating work returned.
  • Opening client files, including completing conflict searches and money laundering checks in conjunction with lawyers, preparation of client engagement letters, collating all the relevant information required and maintaining client files on a day to day basis, including filing where required
  • Undertaking regular reviews of files and papers for lawyers, checking account balances and liaising with lawyers to ensure that all files that are not current are archived and deeds are put in storage
  • Taking complete responsibility for any copying, faxing or scanning required by lawyers, including preparation of large files, bibles or bundles of documents (hard copy and electronic), including pagination and indexing
  • Working in conjunction with the Business Development Team to ensure a consistent approach across office, practice groups and sectors is maintained.
  • Attending internal client or project meetings to take notes and assisting in action points if required
  • Preparation and submission of lawyers' complex and extensive expenses, including chasing lawyers for receipts and mileage information following meetings and business trips and following up on authorisations
  • Creating and maintaining plans on the in-house project management tool
  • Taking responsibility for producing contact sheets or parties lists for each file, keeping these up to date and updating the relevant lawyer's Outlook address book
  • Assisting lawyers with the billing process, agreeing in advance dates for billing, requesting pre-bills, drafting narratives and covering letters and putting paperwork in front of lawyer for sign off
  • Utilising legal software to assist lawyers with financial queries and subscribing to relevant alerts in order to provide information to lawyers and produce client reports
  • Developing good knowledge of the firm's accounts procedures, completing cheque requisitions, TT and BACS authorisations and processing client monies and ensuring all the supporting paperwork is completed p