Practice Assistant (Hybrid)

Practice Assistant -HYBRID- Nottingham

A leading international law firm is looking for a highly organised, experienced legal practice assistant to support their team, working from the office twice a week. This is a fantastic opportunity to work within a fast-paced legal environment, supporting fee earners and delivering exceptional client service.

The Role

As a Practice Assistant, you will act as a key point of contact within the team, providing comprehensive administrative and organisational support. You will work take ownership of workflows, working closely with lawyers to ensure tasks are managed efficiently from start to finish while maintaining the highest standards of accuracy and professionalism.

Key Responsibilities

Client relationship management

• Become an active part in the care of clients and be wholly familiar with contacts/clients, dealing with basic client queries as appropriate.


• Manage the production and accuracy of documents


• 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.


• 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

• Monitor and manage key dates for clients and ensure compliance procedures are up to date on all files and matters


• Work with business development managers on the maintenance of CRM to ensure key client contacts are in interaction


• Assisting in the organisation of internal and external events, seminars and conferences


• Manage diaries, ensuring they are up-to date and anticipating requirements


• 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


• Adhoc administration


• Maintaining LinkedIn profile, updating connections and adding new activity


• Manage enquiry inboxes, and website queries

Communication

• Act as a key point of contact for fee earners and clients, maintaining strong relationships and delivering high levels of support


• Manage incoming emails and post, ensuring correspondence is prioritised, actioned appropriately, and responses are drafted where required


• Provide proactive support across the team and wider departments, assisting colleagues to manage workloads effectively


• Handle calls on behalf of team members and participate in shared telephone cover


• Take minutes and track actions to ensure timely completion


• Coordinate team absences, arranging cover and communicating updates to relevant stakeholders

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


• 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

• Manage workloads and priorities to ensure deadlines are met, escalating challenges where necessary


• Oversee the creation and maintenance of client data rooms in line with case milestones


• Promote effective use of data rooms with clients and legal teams


• Maintain accurate client and matter data across case and practice management systems


• Ensure compliance with firm-wide 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

Essential Skills

• Advanced knowledge of Microsoft Office


• An aptitude for producing documents and client communications of the highest standard

Desirable

• Experience of working in a legal or professional services environment


• Advanced knowledge of document management/case management systems

If you are looking for a role where you can make a real impact, develop your career, and work within a dynamic and professional environment, we would love to hear from you.

If you have any queries regarding this role, please contact Khushali at Katie Bard on 0121_633_4443

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