Responsibilities
Diary management:
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Ensure client meeting clashes do not occur
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Partners/fee earners have all the required materials for their client meetings
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Arrange meetings on behalf of partners/fee earners/clients
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Ensure business travel information is entered into calendars
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File management responsibilities - Opening and closing files including ensuring electronic filing systems are maintained accurately and up to date
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Mailbox management with the ability to prioritise, categorise and respond to basic client requests and draft responses accordingly
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Monitoring and being the gatekeeper to fee-earners' mailbox in their absence
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Communicate regularly with fee earners to ensure that both parties are clear on priorities and what is on the 'to do' list
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To undertake limited typing i.e urgent short documents (digital and non-digital dictation)
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Proactive client liaison including take messages, pass on information and deal with simple queries
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Pro-actively delegate work to the relevant secretarial resource e.g Document Production team, Practice Administration to ensure that PA time is maximised and the newly introduced model is being followed
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Management and co-ordination of the Partners’ billing and financial requirements which includes:-
Proactive billing and credit control:
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Check InTapp time to ensure that partners / fee earners time recording is up to date – remind where necessary and remind Partners / senior associates of final billing day for the month end
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Liaise with Billing for Partner WIP reports - run WIP reports, distribute to Partners and chase Partners for client matters numbers for printing billing guides and draft invoices
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Check with Partners/senior associates to ensure that all matters they want to invoice have been billed
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Build an understanding of each client's different billing requirements to ensure that invoices are not rejected
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Prepare specific draft billing narratives where required
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Prepare draft letters/emails to accompany sensitive invoices, thank you letters etc.
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Submit invoices on behalf of Partners and respond to clients on billing issues
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Build relationships with Client PAs/accounts departments to ensure that billing issues are resolved quickly
Marketing Support:
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Photography
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Liaise with Concierge to have new fee earner photos taken
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Saving photos in correct house style and in appropriate Marketing filesite folders
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Digital/Website
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Uploading and updating content on the website including; creating lawyer profiles, blogs and briefing papers
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Upload photography to fee earner profiles on the website
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Upload files to the website to create links for hyperlinking in emails
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Proof reading and hyperlinking keywords in the text to relevant target pages on all content added to the site
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Bids
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Collating and maintaining Master CVs for each fee-earner and sorting by partner, director and other grade
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Updating bids credentials lists with matters from Chambers after each directories round
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Credentials database – adding to it by practice and sector
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Bidding library - adding to it by sector and sub-sector
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Key information on Risk, Insurance, International and Financial
Business Development:
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InterAction – management of fee earners' contact data including recording BD activities, updating marketing lists, assisting with pipeline/opportunity updates
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Collating information for expressions of interests and credentials documents
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Providing About Us documents
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Organising conference calls on behalf of the fee earners
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Organising transport, accommodation and related documentation for international travel as required - produce itinerary as appropriate
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Assisting with workload of team members within practice group and across the firm as required
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Any additional ad hoc tasks as required
Other:
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Support with the opening of new clients/matters with the firm's client onboarding platform, InTapp Intake
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Liaise with client regarding information/documentation required for AML
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Prepare Engagement letter to ensure new client/matter processes are completed
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Undertake ad hoc conflict queries
Experience and Knowledge
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Legal PA experience
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Ability to liaise with Courts and Counsel
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Experience of producing court bundles (hard copies and soft copies) to a high standard.
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Time Recording
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Excellent diary management, organisation and prioritisation skills
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Communicate effectively and build good relationships with clients and staff within the firm
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Must work well as part of a team
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Competent, fast and accurate typist
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Competent at producing legal documents to a high standard
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Professional telephone manner and the ability to accurately record and pass on messages
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Sound technical skills in the following areas: Microsoft Office IT skills – Word, Excel, PowerPoint, Publisher, Outlook (Fieldfisher uses Microsoft 2010)
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Proven document or case management skills (Fieldfisher use Worksite)
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Proven experience of using a legal computerised finance system
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Proven experience of using a Client Relationship Management system (Fieldfisher use InterAction)
What can you expect?
We have an exciting opportunity for an experienced Legal PA to join our leading Dispute Resolution practice.
In day-to-day business as in life, conflict can be unavoidable. Our team of highly experienced dispute experts offers specialised, professional and strategic commercial advice when it matters most. Skilled in litigation, arbitration and alternative dispute resolution procedures such as mediation, our lawyers are committed to the client's best outcome.
Who are we looking for?
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We don't have a type. We believe our differences are our strengths; varied cultures, approaches and experiences can only benefit us.
What do we offer?
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You can be yourself: It takes everyone to make us who we are. We’re a culture of diverse perspectives, with each of us making unique contributions that make us better together.
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In the office or WFH?: We think the best balance is more time in the office than at home, so we operate a 60:40 rule.
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Beyond salary: We offer plenty of benefits; private medical insurance, health cash plan, dental insurance, life assurance, critical illness insurance, matched pension contributions up to 7%, holiday trading, plus many more. Visit: Reward & Benefits ¦ Fieldfisher.
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Modern Office Space: Situated in the prestigious Blythe Valley Business Park, with nearby parking, this office, which will be relocating to the prestigious Paradise Birmingham at 2 Chamberlain Square, has become renowned for working closely and collaboratively with colleagues across the UK and international Fieldfisher Networks.
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Nurturing your talent: Take a 'build a career' approach to your training. You'll be on a pathway but free to wander if you see something you'd like to study more closely.
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Funnel your interests: You have a life outside work, and we can help it to flourish. Join clubs, affinity networks, inclusive events, and pro bono/charity initiatives.
Inclusion is not exclusive:
If all our differences are highlighted, no one stands out for being different. At Fieldfisher, all our rich diversity is celebrated.
We will provide the equipment to allow you to shine at the interview and beyond. Just let us know what you need.
For accessibility information on our Birmingham office, visit: Accessing Fieldfisher Birmingham ¦ Fieldfisher
What to do next:
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Click 'Apply Now', complete an online application and upload a CV.
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Successful applications will be invited to a 20–30-minute introductory call with a recruiter.
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Every role recruits differently. But we'll always let you know what to expect from the process, so you get no surprises.
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For hybrid opportunities, you'll be invited to visit our offices for a face-to-face meeting.
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We try to make sure the process takes around 2-3 weeks only, but we can't always promise that. We will work around everyone's availability. You can contact us at [email protected].
We recruit on a rolling basis. Your application may be reviewed before the application deadline. We accept applications until we have filled the role.
Fieldfisher is a European law firm with market-leading practices in many of the world's most dynamic sectors. We are an exciting, forward-thinking organisation with a particular focus on technology, financial services, energy & natural resources, and life sciences.
We are a law firm built around people with all their diversity and we strike a healthy balance between legal excellence and a down-to-earth practical approach to our clients' needs. We believe The Future is Human, so we choose a collaborative approach with an intense focus on the end-user and consider carefully how to shape our services to add the most value to our clients.
