Legal Team Assistant – TTP (Private Client)

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Legal Team Assistant – TTP (Private Client)


About the role:

The main function of this role is to assist the team in day to day service delivery to clients. This role will report to the Executive Assistant.

 

IMPORTANT -  to be successful in this role, you will need to have previous legal secretary experience in Tax, Trust and Probate (Private Client) or similar.

 

Summary of your key roles and responsibilities:

  • Supporting new client inceptions and file opening activities
  • Client care and correspondence
  • E-mail management
  • Fielding and screening telephone calls
  • Dealing with/directing new enquiries
  • Setting up client meetings
  • Diary management
  • Checking and distributing client documentation
  • Overseeing preparation of court bundles
  • Developing into drafting Chronologies and Employment Tribunal Indexes
  • Supporting billing, drafting detailed narratives and retainer spreadsheets to accompany invoices & financial management activities as required
  • Uploading client documentation to client portal(s) where appropriate
  • Closing and archiving of client files upon completion of matter

Administrative

  • Manage diaries, ensuring they are up to date and reminding lawyers of meetings etc on a daily basis
  • Arrange meetings, book conference rooms, conference calls via Shoretel, refreshments, check rooms prior to meetings etc and liaise with other attendees, both internal and external
  • Organise travel arrangements, book and confirm reservations and deal with related details
  • Arrange or, where not appropriate, conduct photocopying, printing, organising couriers, sending out of letters, faxes etc
  • Arrange for files to be opened and closed, supervise general filing requirements and record keeping
  • Use effective systems to ensure that both short and long term tasks are completed within required timescales
  • Support lawyers in marketing activities including involvement in preparation of pitches and presentations, managing LinkedIn accounts working collaboratively with BD Assistant


Communication
  • Take internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
  • Monitor post and/or e-mails and dealing with as appropriate and ensure that all client related correspondence is passed on to an appropriate fee earner if the relevant person is out of the office including scanning and uploading the physical correspondence to the related file
  • Liaise with business support departments on behalf of lawyers as required
  • Liaise with the Executive Assistant over any planned absences, arranging cover as necessary and communicating this to the relevant fee earners

 

Client relationship management

  • Become an active part in the care of clients and be wholly familiar with contacts/clients
  • Enter, maintain and update client details and relevant information on the firm’s contacts system
  • Deal with basic client queries and general administration
  • Arrange client meetings
  • Uploading client documentation to client portal(s) where appropriate


Document production

  • Check correspondence, attachments, documents including pagination of bundles, reports, presentations, faxes etc produced by the Document Production team before they are passed to the relevant lawyer and undertake basic/minor amendments where appropriate
  • Type urgent/short/confidential correspondence and emails
  • Produce and maintain Excel spreadsheets as required


Financial

  • Assist lawyers in the billing and credit control process by liaising with the lawyer and accounts and to produce standard financial/time reports through the system
  • Request cheques, bank transfers and paying in money received, as appropriate

Other duties and responsibilities

  • In addition to providing support to the Fee Earner (s), a team assistant will also support their immediate colleagues (team assistants) in the team duties:
  • Work closely with your designated buddy to cover holidays, phones and staggered lunch periods
  • Assisting others team assistants whenever there is spare capacity or it is evident that a colleague needs assistance with their work load
  • Picking up calls for other team assistants when they are away from their desk
  • Participating in cover rota for other team assistants
  • Any other relevant duties as reasonably requested by Fee Earners, Executive Assistant, or person of an appropriate seniority.


Do you have?

  • Experience in a customer service environment
  • Previous experience of working within a professional services environment
  • Previous experience of working within a Law firm
  • Accurate typing speed of at least 60 words per minute
  • Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm
  • Excellent telephone manner and competent knowledge of telephone system
  • Excellent communication, organisational and team skills
  • Excellent attention to detail
  • Flexible and dependable, able to take the initiative
  • Able to remain calm under pressure and work to tight deadlines
  • Conscientious, approachable and enthusiastic
  • Able to quickly build confidence, respect and trust with others
  • Have a positive approach to daily tasks and have a solutions focussed working method

If you do have the above and you would like to share in our purpose and can strengthen the services we offer, we would really like to hear from you!  To apply contact the In-House Recruitment Team either in writing to the address below or by email to recruitment@asb-law.com

 

asb law LLP is an equal opportunities employer

 

asb law LLP, Origin Two, 106 High Street, Crawley, West Sussex, RH10 1BF

T: +44 (0)1293 861218 F: +44 (0)1293 861250