- Accurately produce correspondence, documentation (including any related matters e.g. mailslips, forms, couriers etc) and presentations, utilising efficiently relevant software e.g. Word, Excel, PDF Docs/Adobe, PowerPoint, and dictation software when used. Liaise where necessary with WP in the production of WP documents but be capable of creating and amending large documents.
- Carry out client and matter opening and closing using and in accordance with the firm’s processes and procedures, including liaising with Finance and AML teams, carrying out and recording the outcome of conflict checks and producing letters of engagement.
- Diary management checking weekly, monthly and annual commitments in advance and responding to enquiries relating to availability, including room booking, catering, IT support and communication with attendees, as required.
- Manage email accounts, including review of partner inboxes and inboxes of all fee earners on holiday or otherwise absent (including travelling) and e-mail storage and file management.
- Manage attendance, rooms and technology and attend and take notes for all Team Meetings and assist in ensuring fee earners complete agreed tasks.
- Carry out Active Matter reviews with fee earners in connection with regular billing and payment of invoices.
- Manage process for producing invoices (at month end and otherwise as required) and sending these to clients. Completion of all required information for clients’ fee portals
- Dealing with queries regarding invoices, including managing and obtaining client purchase orders where applicable.
- Undertake filing/scanning.
- Arrange and, as necessary, assist with photocopying/binding.
- Deal with clients and contacts and assist/redirect as required.
- Plan and manage (including creating itineraries and updating diaries with relevant details) travel and hotel arrangements and reclaim expenses.
- Manage contact information for clients and contacts (including updating CMS/Marketing database).
- Undertake ad hoc administration e.g. organising team training, as required.
- Check FlowMatrix for fee earners daily (ensuring document distribution, saving and naming protocols are followed).
- Manage the team’s paper storage – including indexing; local storage; off-site storage etc.
- Liaise with support teams e.g. Finance, Facilities, Reception, Marketing and Communication, IT.
- To provide support to the wider PA group, including other divisions and offices, as and when required.
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These duties reflect the situation as at January 2024 and may be subject to reasonable change at a later date.
At Shepherd and Wedderburn we strive to provide a supportive, inclusive and high performance working environment, where everyone feels they belong. Diversity and inclusion is at the heart of our business and we welcome applicants from different backgrounds to all levels of the organisation. To foster inclusivity we particularly encourage applications from those who may be from underrepresented groups, including candidates from Black, Asian and minority ethnic backgrounds, LGBT+ people, disabled people and those from lower socio-economic backgrounds.
Shepherd and Wedderburn is committed to protecting the privacy and security of your personal information that we collect as a “data controller”. The information provided by you will be processed in accordance with our GDPR Privacy Notice for Applicants and Work Experience Students. If you are successful in obtaining paid employment with us, we will hold your information in accordance with our Personnel Data Retention Policy, which will be provided to you at the relevant time.
We will process the information you provide solely for the purpose of evaluating your application for employment. The information will be disclosed to the interview panel (if relevant), your line manager (if appointed), and Human Resources staff members. We may contact any references provided for the purposes of discussing your application, and will ask your permission before doing so.
If you provide any information deemed to be “special category” information under the General Data Protection Regulation, we may use this as follows:
- We will use information about your disability status to provide appropriate adjustments to the interview process.
- We will use any information provided in our diversity monitoring form about your race, colour, nationality, ethnic or national origin, gender identity, gender expression, social mobility background, religious beliefs, sexual orientation, any disability information, age, and marital/civil partnership status to ensure meaningful equal opportunity monitoring and reporting. Any analysis of this data will be done on an anonymous basis.
Should your application be unsuccessful, the information provided will be deleted within 1 year of a decision not to progress your application.
If you have any further questions about how we process and store your information, or your rights in relation to this, please refer to our GDPR Privacy Notice for Applicants and Work Experience Students (available at www.shepwedd.com/careers/working-with-us/privacy-notice) |