Role Responsibility
General
1. Ensuring current protocols and practices within the Department are followed, sharing knowledge with the Team Leader and wider team so these can be built into current practices where necessary
2. Assisting the Team Leader and Secretaries as directed in the organisation of internal and external events, seminars, conferences and training sessions as well as arranging DACB merchandise where required, IT assistance, travel booking, printing/circulating materials
3. File opening - matters are set up on the relevant case management system, along with any supporting documents to be saved and communicating any financial requirements at set up stage to the Accounts Department/updating the matter clearly as to those instructions
4. Closing and archiving – undertaking all file closing/archiving procedures ensuring compliant at all times
5. Arranging meetings both externally and internally, arranging any travel and catering required
6. Arranging travel bookings (train/taxi/hotel and flight bookings) as requested
7. Arranging hand deliveries and courier requests, and other adhoc requests
8. Printing/copying/scanning of documents flowing to Office Services for support with high volume jobs, as appropriate
9. Dealing with incoming post – managing distribution of electronic post to the fee earners, saving to the matter file using protocol and naming conventions in line with DACB guidelines`
10. Collating and indexing legal documentation/bundles, using PDF documents
11. Typing of standard letters i.e. correspondence/documents/notes (Bighand dictation)
12. Arranging TTs/BACs/Faster Payments – as well as verifying bank details and carrying out sanction checks
13. Providing live financial stat figures for individual matters when requested
14. Creating or amending presentations
15. Managing expenses as requested
Communication
16. Liaising with fellow team members on workloads and ensure deadlines are consistently met
17. Answering internal calls to other members of the team
18. Liaising with and taking direction from your Team Leader and Team Secretaries as well as lawyers where necessary
Financial
19. Assisting with billing queries as and when required
20. Dealing with matter related finance administration including matter set up billing criteria and figure stats from 3E
21. Assisting with expenses as required
22. Assist with drafting emails to send out invoices for fee earners
23. Drafting for approval emails sending out invoices for fee earners
Processing
24. Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with Team Leader where challenges arise
25. Responsible for creating and uploading information to client data rooms, in line with instructions from Team Leader or Team Secretaries
26. Production of court bundles, both paper and electronic copies, ensuring bundles are sent out on time or uploaded to electronic platforms in line with lawyer instructions and court rules; suitable delivery methods pre-booked as needed
27. Ensuring compliance with firm wide/department policies and procedures
28. Responsible for checking post and/or emails and dealing with as appropriate ensuring all client related correspondence is appropriately filed in firm’s document management systems
29. Ensuring all filing into Visual Files/i-manage is done for the team if cc'd into correspondence or requested
Customer Service
30. Attending team meetings
31. Liaising with lawyers and Team Leader to take instruction and liaise on work requirements
32. Regularly offer assistance wherever possible
The Ideal Candidate
33. Previous experience within a legal environment is preferred, insurance background welcomed
34. An ability to use accounts packages and get involved in queries for the team and work with accounts
35. Must have good IT skills, particularly in Microsoft packages
36. An excellent eye for detail with a concern for quality and accuracy
37. A focused client service approach
38. Team orientated and collaborative with a flexible, can do attitude
39. Ability to communicate clearly and concisely orally and in writing
40. Demonstrable ability to multitask and prioritise a full workload under pressure with the ability to work independently.