Practice Assistant

Allens Operations Pty Ltd; Melbourne; Hybrid; AUD 60,000 - 75,000; Full time

Benefits offered by this job

Hybrid and flexible working

Gym membership subsidy

Annual flu vaccinations

Catered meals and snacks

Employee Assistance Program

Job summary

Allens is seeking a Practice Assistant to join our Practice Support team in Melbourne. You will provide administrative and operational support to legal operatives and Practice Executives, including reports, billing, and client onboarding, with a focus on accuracy and efficiency.

You will work in a hybrid role, balancing office presence and flexible work arrangements, and collaborate across teams to deliver high standards of service to clients and stakeholders.

Qualifications

• Experience in a similar role, ideally within a law firm or professional services environment.
• Strong accuracy with software tools and document management systems.
• Ability to draft correspondence, presentations and bills quickly and accurately.

Responsibilities

• Provide operational support to legal operatives and Practice Executives across a range of tasks.
• Generate reports, manage expenses, amend documents and manage physical/electronic files.
• Assist with matter financials and the monthly billing process, including narratives and bills.
• Set up and coordinate new clients and matters using matter planning tools.
• Support client relationship management software and maintain contact records and reporting.
• Assist with client pitches and coordinate client events.
• Collaborate with team members to deliver high-quality work and service excellence.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

DocCorp

Tools

DocCorp

Job description

Practice Assistant

Your role You'll be a part of our Practice Support team and work closely with legal operatives and Practice Executives to provide administrative and operational assistance across a diverse range of tasks in our Melbourne office. At Allens, excellence is not just expected—it’s embedded in everything we do. As a Practice Assistant, you will be joining a high-performing Central Support team to provide administrative support to the firm's legal operatives and Practice Executives. This role requires the ability to adapt to a range of expectations, strong communication skills and a desire to strive for excellence to support a top-tier legal practice. We’re looking for candidates who bring curiosity and a drive to explore what’s next. If you’re excited by emerging technologies—like AI—and keen to apply digital innovations to improve how we work and deliver results, you’ll thrive in this role.

• Provide operational support to legal operatives within the firm, adapting to the changing needs of the role and the business.
• Provide administrative support including, but not limited to, generating reports, expense management, document amendments and physical and electronic document management (including printing, filing and archiving).
• Provide administrative support with matter financials, assisting with the monthly billing process: creating and amending billing narratives and drafting/finalising bills.
• Assist with the set up and coordinate new clients and matters using the matter planning tools.
• Support the firm's client relationship management software, record business development activities, maintain accurate contact records, project management and assist with client reporting.
• Provide administrative support with client pitches.
• Assist with the coordination of client events.
• Work collaboratively with members within and outside of the Practice Support team to ensure a high quality of work and standards of services are delivered to all internal and external stakeholders.

This is a permanent, full-time opportunity. Our hybrid working arrangements require 60% of your time attending the office. However, we understand that individual circumstances vary, and we're happy to discuss what flexibility might be possible while ensuring we meet the needs of the business.

About you

We are seeking individuals who thrive in fast-paced, intellectually rigorous environments. You will be someone who consistently delivers high-quality outcomes, demonstrates sound judgement, and takes ownership of complex tasks. Your ability to work collaboratively to achieve goals and strive for continuous improvement will be critical to your success. You will have:

• Experience in a similar role, ideally within a law firm (we are also open to experience within finance, accounting or other professional services firms)
• A high level of skill and accuracy with software including Microsoft applications (Word, Outlook, PowerPoint, Excel), DocCorp and any other document management software utilised by the firm.
• High level of accuracy and attention to detail, with the flexibility to organise and prioritise work independently and deliver to tight deadlines.
• The ability to work well within a team environment.
• The ability to draft correspondence, presentations, pitch documents and slide packs quickly and accurately.

A story to tell – our culture is made up of unique backgrounds and varying life experiences. We celebrate our people's differences from across gender and gender identity, sexual orientation, age, ability, cultural backgrounds, First Nations communities, and family and caring arrangements. We encourage applications from all passionate applicants.

Our perks

• Financial: market competitive fixed remuneration, employee recruitment referral program, discounts at hundreds of suppliers including retail outlets, health and travel insurance, charity matched funding program.
• Health and wellbeing: fully subsidised gym memberships, annual flu vaccinations, skin checks, in-house snacks and catered meals, subsidised sporting and social activities, Employee Assistance Program including confidential counselling, wellbeing coaching and financial coaching for employees and their families.
• Flexibility: hybrid and flexible working arrangements to support you in your work and life commitments and passions, equipment to support working from home.
• Leave: ability to purchase additional annual leave, access to an enhanced, inclusive and flexible parental leave policy – 26 weeks paid parental leave with no minimum service for permanent employees and high quality executive coaching to support the transition.
• Recognition: team based recognition including social activities and contribution based recognition activities, and annual Allens Values Awards to nominate and recognise the incredible contributions of our people.

Allens is also proud to invest in our communities, giving you the opportunity to make a difference through our work on reconciliation, the environment and other social justice issues as well as our workplace giving and volunteering programs.

At Allens, our culture is made up of unique backgrounds and varying life experiences. We celebrate our people's differences across gender and gender identity, sexual orientation, age, ability, cultural backgrounds, First Nations communities, and family and caring arrangements.

If you require adjustments to fully participate in our application process, please contact us at [e-mail].

We encourage applicants from all backgrounds, so if you're excited about this role but your past experience doesn't align, please express your interest by emailing us at [e-mail].

Alternatively, for a confidential discussion, please phone Mikaela Downie, Talent Acquisition Consultant on [phone].

At Allens, we've been building legal careers for 200 years; longer than any other firm in Australia. The impact of our people extends to almost every sphere of business, government, the judiciary and the wider legal profession. We continue to provide opportunities for people from diverse backgrounds to build outstanding careers and shape the world around them. Through our alliance with Linklaters, we work in a global network of 40 offices in 25 countries. Our size and global reach provide exceptional opportunities for career development, including both on-the-job learning and formal training and development opportunities. Our commitment to high performance is balanced with a focus on wellbeing, with a culture that's inclusive, supportive and collaborative. We prioritise connection and value the unique contribution of everyone at the firm. We're proud to hold some of the world's longest ongoing client relationships, stretching back more than 180 years.

Allens' culture and values are the foundation of everything we do, and they shape our client service.