Legal Assistant

Owen Reed is recruiting for a Legal Assistant to join a Private Client team for a top law firm in London.

As a Legal Assistant you will provide an efficient and effective administrative support to the team in which you work, enabling the Private Client team to function effectively and achieve its objectives. To ensure that work done by the Private Client team complies with internal quality standards and external requirements.

Key Responsibilities

Personalised Client Service

• Manage an administrative workload under the guidance of fee earners.
• Provide administrative support to fee earners including file-opening, telephone management, document production (incl. audio-typing, managing voice recognition procedures and outsourcing providers), filing/ archiving, photocopying, email management, online portal management and dealing with post
• Draft documents and bills, under supervision, using appropriate precedents and templates to accurately reflect fee earner instructions.
• Undertake basic legal processes, under supervision, such as assisting to process cases through portals, obtaining relevant documentation, arranging case meetings, arranging funding, liaising with the court, completing relevant forms and processing monies.
• Correspond with clients as required through telephone, email, letter and face to face
• Provide excellent client service at all times.
• Learn firm policies and business processes, ensuring compliance particularly with regards to confidentiality, security data protection and file retention and destruction requirements
• Ensure adherence to all affiliations and standards connected to the department (Legal Aid, Land Registry etc.)
• Check to ensure all work complies with risk management policies and procedures, in particular concerning file opening processes and anti-money laundering. Audit files with the department to ensure files comply with risk management policies and procedures.
• Deal with new enquiries for the department

Sustainable Growth

• Provide administrative support for business development and marketing activities including booking facilities and refreshments, booking specialist, preparing presentation materials and associated marketing documentation.
• Update the CRM system to input data and manage the client information through the system including adding contact details, referrals and new clients. Act as a super user for the system
• Support fee-earners by acting as a point of contact for 3rd parties (such as agents, referrers, experts and other solicitors), responding to enquiries and building a good rapport.
• Act as an ambassador for the firm at all times

Dynamic Culture

• Build relationships with the team and clients based on trust
• Work closely with members of the team to ensure work is done to the best it can be
• Be open to and look for new ways of working.
• Coordinate team activities such as meetings, training or social activities

Financial & Operational Excellence

• Time record for all work where possible.
• Make effective use of the relevant firm IT systems, working efficiently and streamlining processes where possible.
• Input into procedural changes, making suggestions for improvement and efficiencies. Take ownership of small projects where appropriate.

Skills, Experience, and Attributes

Previous experience within a Legal Assistant or Administrative role.

Excellent organisation capability with the ability to effectively prioritise.

Solid understanding of Microsoft Office suite and other relevant IT platforms.

Strong written communication skills.

Demonstrate a good understanding of client relationship management.