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- Ensure all files are set up and maintained within required standards and in line with relevant procedures. Liaising with clients and potential clients regarding new instructions.
- Handle post for the team – ensuring that incoming post is distributed in a timely manner and saved to the correct file and section, as well as that all outgoing post is ready in good time, with any deadlines strictly adhered to.
- Co-ordinate Court hearings and liaise with third parties (such as experts and legal advocates) to set up files arrange meetings, facilitate the exchange of information and otherwise assist in the progression of their matters.
- Communicate effectively with the team to ensure workloads are prioritised correctly and timescales provided where necessary.
- Assist with fee earners’ diary management and travel arrangements as and when required.
- Assist in the introduction. implementation and management of administrative processes within the team aimed at increasing efficiencies and reducing time spent by fee earners on non-chargeable tasks. Develop new and improved processes in line with technological advancements and the changing needs of the firm, align with its clients and other key stakeholders.
- Support Partners in the overseeing of key non-chargeable processes within the team, including billing and compliance with key SLA / KPI metrics.
- Maintain appropriate statistics to evidence compliance with SLA / KPI requirements. Take ownership of reporting of these measures both internally and externally.
- Be able to meet crucial deadlines and display key time management skills when complying with Court orders, filing and serving legal documents to legal representatives, opponents and the Court.
- Prepare bundles, diarise key dates, draft / format / paginate letters and documents including for fixed deadlines linked to the completion of transactions and/or Court hearings.
- Assist fee earners in the team with billing, file closure / archiving and finance-related queries.
- Generally support the development of the Civil Litigation team and undertake any tasks reasonably required of the role.
- Demonstrate strong communication and organisational skills with an ability to prioritise workload.
- Have experience of working within the legal sector (ideally within civil litigation).
- Have advanced IT skills and good knowledge of Microsoft Office and legal case management software (ideally Partner for Windows).
- Have excellent data entry and word processing skills.
- Have strong attention to detail and accuracy and recognise the importance of order and clarity in the workplace and the presentation of work.
- Demonstrate first class client care and communication skills across all levels, including having an excellent telephone manner.
- Continuously seek improvement to achieve higher levels of efficiency, customer service and effectiveness. Think laterally to find the most efficient and practical means of overcoming challenges.
- Maintain a high standard of professionalism at all times.
- Confidential and discreet but able to redirect information when appropriate to ensure appropriate areas of concern are identified by senior management and resolved effectively.
- Be an effective team player, demonstrating positive and co-operative interaction with team members.
