To provide effective and efficient PA, administrative and secretarial support to fee earners in the Commercial Disputes and Regulation Division
- Accurately produce correspondence, documentation (including any related matters e.g. mailslips, forms, couriers etc) and presentations, utilising efficiently relevant software e.g. Word, Excel, Foxit /Adobe, PowerPoint, BundleDocs and dictation software (when used) to its full advantage, maintaining a reliable service to the fee earners.
- To liaise where necessary with Document Production in the production of large documents but be capable of creating and amending large documents using track changes as required keeping the fee earners advised of progress.
- To communicate effectively with fee earner and/or line manager regarding workflow and ability to assist
- Drafting correspondence on behalf of the fee earners.
- To proof read documents to ensure accuracy is maintained.
- To work to stated deadlines and adjust priorities to accommodate changing needs.
- 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, responding to invites as required.
- To assist at meetings as required.
- To utilise online facilities to organise and communicate meeting arrangements.
- To identify, liaise and provide support in connection with procuring of IT assistance, equipment or presentation documentation for any meeting.
- 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.
- To understand and apply correct procedures for administration duties for fee earners
- To liaise and proactively act on behalf of fee earner with any member of staff or external client
- Manage attendance, rooms and technology and attend and take minutes for Meetings (where appropriate) and assist in ensuring fee earners complete agreed tasks.
- To use the Condeco (room booking) system.
- 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
- To deal with relevant disbursements on a client file, checking they are correct, having them approved, uploading to correct client, dealing with suppliers, where appropriate.
- Dealing with queries regarding invoices, including managing and obtaining client purchase orders where applicable.
- To deal with team’s expenses, collating receipts etc. and processing claims on behalf of the fee earner.
- To complete CMS reporting as required.
- To accurately update time recording records.
- Undertake filing/scanning as required
- Arrange and, as necessary, assist with photocopying/binding.
- Deal with clients and contacts and assist/redirect as required.
- To proactively plan and manage (including creating itineraries and updating diaries with relevant details) travel and hotel arrangements and reclaim expenses for fee earners.
- Manage contact information for clients and contacts (including updating CMS/Marketing database) ensuring details are correctly logged.
- To create new files
- Undertake ad hoc administration e.g. organising team training, as required.
- Check QZebra 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 utilise the firm’s systems and procedures to fullest advantage
- To create and maintain effective working relationships with colleagues
- To provide support to the wider PA group, including other divisions and offices, as and when required.
- To actively seek training where any need is identified.
- To undertake any other reasonable duties as requested by the fee earner or line manager.
Candidate Profile
Essential
- Strong organisation skills
- Attention to detail.
- Previous experience as a PA / executive assistant
- Litigation experience
|
HR Contact
If you would like further information on the role or require accommodations to make your application please contact louise.hughes@shepwedd.com.
Equal Opportunities
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 therefore encourage candidates from different backgrounds to consider opportunities at all levels of the organisation. To foster inclusivity we would encourage you to provide us with a diverse range of candidates and particularly candidates who may be from underrepresented groups including from Black, Asian and minority ethnic backgrounds, people who are LGBT+, people who have a disability, who are neurodivergent or from lower socio-economic backgrounds.
GDPR
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)
|