To provide an efficient, client-focused and professional legal support
service to fee earners. The job-holder is expected to learn systems and
processes quickly (possibly across different departments) and
demonstrate the necessary competencies to move on to the PA position.
Client engagement
- Responds to, assesses and prioritises clients' requests, however
communicated, and offers appropriate efficient and business-like help
and assistance to meet their needs
- Maintains a good knowledge of current clients and carries out basic client liaison duties
- Develops and maintains knowledge of their fee earner workloads
Knowledge and Business Development activities
- Carries out basic business development duties such as updating contacts and distributing business development materials
- Liaises with fee earners and the KBD department as required on
the production of pitches, client presentations and maintaining
up-to-date CVs for fee earners
General administrative support
- Manages incoming communication (including fee earners' e-mail
and voicemail), drafts and transcribes replies where possible (seeking
guidance from fee earners where appropriate) and ensures all
communication is processed in an accurate and timely manner
- Maintains fee earners' diaries, makes appointments, arranges
meeting rooms and organises travel arrangements and expense claims to
ensure all work activities are scheduled effectively. Refers to fee
earners where conflicts in appointments occur
- Arranges all travel effectively and efficiently. This must
include understanding fee earners' preferences, anticipating additional
requirements (accommodation, currency, returns, transfers) and
contingency planning
- Develops excellent document production skills, types letters,
correspondence and legal documentation (often involving confidential
material). Proofreads all work to ensure that completed documents are
delivered accurately and to a high standard
- Establishes and maintains a robust manual and electronic filing
system and other administration systems (such as client files and
bibling if required) to ensure completeness and accuracy of technical,
professional and matter information. Uses Trident for email filing as
per departmental procedures
- Carries out day-to-day administrative tasks to ensure provision
of high quality service in all areas, including liaison with department
business centres and other service departments, organising photocopying,
document production and printing
- Assists fee earners with basic technical queries allowing them
to make best use of available IT and KBD resources. Ensures own
knowledge of technical packages is up to date
- Provides fee earners with appropriate support in managing
personal matters, such that fee earners are able to focus their time on
providing efficient services to clients
Communication
- Communicates on a daily basis with all of their fee earners,
ensuring a high level of awareness of current priorities, fee earners'
whereabouts and service requirements
- Proactively communicates with line manager on issues of workload and any other difficulties. Team support
- Is proactive in providing support to other PAs in the team to
ensure that peaks and troughs of demand are managed. Willing to provide
cross-team and cross-departmental support where necessary
- Ensures phones are covered at all times.
Experience & Qualifications
- Preferably educated to A level standard (or equivalent), must
have at least 5 GCSEs (A-C) (or equivalent), to include Maths and
English
- Accurate audio and copy typing (45+ wpm), experience of Windows based packages
Essential
- Excellent communication skills (written and oral)
- ILEX Diploma (or equivalent)
- Good organisational skills and attention to detail
- Willingness and enthusiasm to develop skills further
- Able to work fast to tight deadlines
- Able to work as part of a team
- Flexible and proactive approach
- Ability to retain a positive and professional attitude under pressure
- Excellent IT Skills, including fast, accurate audio and copy typing (45 wpm)
- Good basic working knowledge of Word, PowerPoint and Excel
Desirable
- Ability to prioritise and act on own initiative
- Relevant legal work experience.
Freshfields is an equal opportunities employer and all applications
received by the firm will be considered by the firm on the basis of
their merit alone and we welcome applications from all suitably
qualified individuals regardless of background. All offers of employment
will be conditional on the candidate having/securing the right to work
in the UK and providing the firm with evidence of that right (as
required by the Immigration, Asylum and Nationality Act 2006) prior to
employment commencing. Please note that, in line with the requirements
of the UK Border Agency, non-EEA candidates may not be appointed to a
post if a suitably qualified, experienced and skilled EEA candidate can
fill the position.
Freshfields is the official legal services provider to the London 2012 Olympic and Paralympic Games (appointed February 2009)
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