Legal Administration Assistant

Legal Administration Assistant

Due to continued expansion, we are delighted to be recruiting for a Legal Administration Assistant to assist our Dispute Resolution team. In conjunction with the team’s PA the successful applicant will be providing high quality professional administrative support for fee earners across the team. The successful candidate will actively seek to improve processes, anticipating the needs of those requiring assistance and facilitating flexible and efficient administrative support.

In return you will have the opportunity to join a thriving, growing firm with a friendly, supportive and collegiate team atmosphere where work life balance is respected and encouraged.

Our office is within easy access of Kings Cross and Farringdon mainline stations and Chancery Lane tube.

This is an in-office role and is not suitable for hybrid working.

Main Duties & Responsibilities

• Owning the Know Your Client (KYC) process. This will include: matter opening, preparing initial client documents, ensuring that the necessary Anti-Money Laundering documentation is gathered and filed on the Case Management Software, preparing and sending the standard client care letters and terms of business
• Supporting general team administration including ensuring organograms and biographies are up to date and assisting with the organisation of team events or initiatives
• Managing Fee Earner admin including processing expenses, diary management, holiday tracker and other similar admin
• Attending the Post Office, Court buildings, and Barristers Chambers within the vicinity of the office to deliver documents and assist fee earners as and when required
• Digital document production including composite documents and formatting
• Preparing packs of hard copy documentation and assisting with bundling of documentation if dedicated Paralegal support is unavailable
• Be capable of operating all functions of the photocopiers and scanners including clearing jams and replacing the toner
• Assisting fee earners (under supervision) with progressing their case load, including preparing routine correspondence for review, undertaking merits assessments, liaising with client officers and counsel, legal research, proof reading documents, and attending court hearings to take notes and assist counsel
• Exercising high standards of client care in a professional and pleasant manner at all times, and ensuring the confidentiality and security of all of the firm’s and client documentation and information
• Assisting with project management such as updating trackers, maintaining client correspondence and managing internal allocations of work
• Helping to process large volume transactions including completing document reviews and redactions on large client documents if required
• Assisting with webinar set up including invite preparation, fee earner organisation, material preparation and assisting with hosting as and when required
• Assisting with the preparation and set up for podcasts as and when required
• Liaising with the marketing team to help organise events and offer support where needed
• Assisting with client reporting commitments including WIP updates
• Completion of new supplier forms including obtaining the necessary verbal approval for new bank details
• Confirmation of bank details with clients and third parties to ensure that client payments are prepared and processed appropriately
• Ensuring that at the end of a matter files are closed and readied for archiving on a monthly basis
• Attending WIP (Work in Progress) meetings, checking bills for accuracy and proactively chasing unpaid debts (in partnership with the Finance team)
• Establish and maintain effective and accurate filing systems as required (hard copy and electronic)
• Postal duties
• Assisting FoH team as and when required to include booking meetings, preparing lunch forms, attendee notifications and assisting with set up to ensure professional client meeting practices on behalf of the fee earner and enhancing client relationships
• Supporting the Head of Business Operations with office administrative support as required