Team Assistant

Job Description

We are looking for a proactive and enthusiastic Team Assistant to support our Practice Support teams and deliver high-quality, comprehensive, efficient, and effective matter and client management and administrative support services to the practice. This is an excellent opportunity for someone who is eager to learn and develop in an administrative role.

You will work alongside our Practice Assistants and Junior Practice Assistants in providing fee earners with effective, collaborative, and high-quality assistance, enabling them to focus on providing the best legal services to clients. Support may be provided to more than one department, and departments may change from time to time to reflect Bates Wells’ structure and requirements. This role reports to the relevant Practice Support Manager.

The role is to work Monday to Friday, 9.30am to 5.30pm. With 4 days a week in the office for the first 3 months. As with all industries that are client-focused, some flexibility is required.

The Role

• Assist fee earners and Practice Assistants/Junior Practice Assistants, taking ownership to ensure that all tasks are completed to a high quality and maximising efficiency, using the tools and resources available.
• Apply your knowledge and proficiency in MS Office Suite (and other software where necessary) to manage all documents accurately.
• Draft simple emails, making minor document amendments, and assisting with good housekeeping of documentation, including incoming mail and post-completion administration as required.
• Maintain effective filing systems as per firm guidelines, including file closure, archiving, and storage.
• Assist with the billing process, including amending narratives, and processing bills.
• Record time entries for fee earners.
• Manage finance transactions and requests for clients and matters via our practice management system, liaising with Finance when required.
• Ensure timely opening and closing of files/matters, consulting with our compliance department as necessary.
• Update client contact details on our practice management system.
• Attend firm-wide/team/other training and update calls/meetings.
• Ensure compliance with quality standards and firm policies.
• Cultivate strong working relationships with the Practice Support team, fee earners, and Business Teams.
• Seek help or clarification to confirm understanding when uncertain about tasks/responsibilities.
• Provide team support to cover absences and during times of increased workflow.
• Assist BDM in organising events and hospitality, including researching venues, sending invitations, collating RSVPs, preparing badges, and client registration for departmental events.
• Assist PSM with arranging team socials/events.
• Book meeting rooms, restaurants, taxis, and arranging refreshments for meetings.