Legal Support Assistant

Clyde UK Services Company; Guildford; Hybrid; GBP 17,000 - 25,000; Part time

Job summary

Clyde & Co in Guildford is seeking a part-time, hybrid Legal Support Assistant to manage client relationships, document production, and administrative tasks. You will coordinate diaries, prepare engagements, briefs, and agendas while maintaining up-to-date client protocols and compliance across files.

You will also support business development activities, assist with billing tasks, and liaise with fee earners to ensure exceptional client service and accurate information management.

Qualifications

• Advanced knowledge of document management/case management systems.
• An effective communicator with an excellent customer and client service approach; striving to provide exceptional service at all times.
• Proven experience of managing client facing tasks and priorities, with a hands-on, practical approach.
• Effective at investigating issues and seeing a problem through to conclusion.
• Conscientious, taking personal responsibility for own work and accountability for its delivery and quality.
• Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges.
• Positive can-do attitude with the ability to adapt to change.
• Confidential and discreet but able to redirect information when appropriate to ensure areas of concern are resolved effectively.
• Well organised and methodical with excellent attention to detail, ensuring accuracy in all client communications and deliverables.

Responsibilities

• Client Relationship Management: Manage the production of documents and check returned work produced by the Document Production team/speech recognition for accuracy and formatting before it is passed to the relevant lawyer.
• Taking and making client related calls, dealing with and handling message taking as appropriate.
• Manage Interaction and ensure new prospects, clients and contacts, activities and business development information are added.
• Responsible for keeping up to date with client specific protocols and processes, implementing, providing guidance and training to others where necessary and ongoing monitoring.
• Administrative: Responsible for files to be opened and closed and supervise general filing requirements and record keeping and production of engagement letters ensuring compliant at all times.
• Monitor and manage key dates for clients and ensure compliance procedures are up to date on all files and matters.
• Support fee earners in business development activities including the involvement in preparation of pitches and presentations, scheduling meetings e.g. tenders, directories, internal clients.
• Manage diaries, ensuring they are up-to date, anticipating requirements e.g. associated travel /accommodation bookings, meeting rooms, drafting itineraries, preparing agendas, preparing and circulating papers.
• Produce and maintain Excel spreadsheets as required.
• First point of contact for the team, dealing with queries and acting on initiative to provide exceptional client service, promoting and developing ownership within the teams.
• Arrange for the preparation and collation of internal sector newsletters and briefings.
• Arrange photocopying, printing, organising couriers, sending out letters, faxes etc.
• Receiving instructions via digital dictation for tasks and acting upon the same.
• Communication: Key point of contact for fee earners and clients to maintain relationships and ensure a high level of support is always provided by the team.
• Monitor post and/or emails and dealing with as appropriate ensuring all client related correspondence is passed onto an appropriate fee earner and actioned as necessary; proactively responding to and drafting responses on behalf of others, prioritising emails, collating necessary paperwork and e-filing.
• Liaising with and providing support to their immediate colleagues in the department, and where practical, other legal and support departments as requested by the Hub Leader.
• Answering phone calls for other members of the team when they are away from their desk and participating in a lunch time telephone rota within the Practice Assistant team.
• Minute taking, following up designated actions to ensure completion ahead of the next meeting.
• Liaising with and taking direction from your Legal Support Manager.
• Liaise with the Legal Support Manager over any planned absences, arranging cover as necessary and communicating this to the relevant fee earners.
• Financial: Assisting fee earners with billing related tasks.
• Reviewing and updating time allocation and disbursements ensuring appropriate matter allocation.
• Request cheques, bank transfers, and paying in money received, as appropriate.
• Supporting the co-ordination of the WIP process.
• Dealing with matter related finance administration to include APRs, BACs, TTs.
• Processing expenses.
• Processing: Responsible for managing priorities and workloads to ensure deadlines are met.
• Liaising with Hub Leader/Legal Support Managers where challenges arise.
• Responsible for managing the creation and maintenance of data rooms and client information in accordance with case milestone.
• Responsible for ensuring client and matter data is maintained and updated within appropriate systems, raising requests with the BAU team as appropriate.
• Online applications e.g. Companies House, Land Registry, Searchflow, CRU forms.
• Undertaking searches and completion of requisite forms and submission.
• Ensuring compliance with firm wide/department policies and procedures Customer Service: Arranging and attending team meetings.
• Liaising with fee earners, Hub Leader and Legal Support Managers to take instruction and liaise on work requirements.
• Consistently and appropriately update service users on progress where appropriate.
• Regularly offer assistance wherever possible.

Skills

Document management

Client handling

Communication skills

Problem solving

Attention to detail

Team player

Tools

Microsoft Office

Job description

Contract: Part time (Wednesday-Friday), Permanent

Location: Guildford

Working arrangement: Hybrid

Key Responsibilities

Client Relationship Management Manage the production of documents and check returned work produced by the Document Production team/speech recognition for accuracy/formatting before it is passed to the relevant lawyer. Taking and making client related calls, dealing with and handling message taking as appropriate. Manage Interaction and ensure new prospects, clients and contacts, activities and business development information are added. Responsible for keeping up to date with client specific protocols and processes, implementing, providing guidance and training to others where necessary and ongoing monitoring. Administrative Responsible for files to be opened and closed and supervise general filing requirements and record keeping and production of engagement letters ensuring compliant at all times. Monitor and manage key dates for clients and ensure compliance procedures are up to date on all files and matters. Support fee earners in business development activities including the involvement in preparation of pitches and presentations, scheduling meetings e.g. tenders, directories, internal clients. Manage diaries, ensuring they are up-to date, anticipating requirements e.g. associated travel /accommodation bookings, meeting rooms, drafting itineraries, preparing agendas, preparing and circulating papers. Produce and maintain Excel spreadsheets as required. First point of contact for the team, dealing with queries and acting on initiative to provide exceptional client service, promoting and developing ownership within the teams. Arrange for the preparation and collation of internal sector newsletters and briefings. Arrange photocopying, printing, organising couriers, sending out letters, faxes etc. Receiving instructions via digital dictation for tasks and acting upon the same. Communication Key point of contact for fee earners and clients to maintain relationships and ensure a high level of support is always provided by the team. Monitor post and/or emails and dealing with as appropriate ensuring all client related correspondence is passed onto an appropriate fee earner and actioned as necessary; proactively responding to and drafting responses on behalf of others, prioritising emails, collating necessary paperwork and e-filing. Liaising with and providing support to their immediate colleagues in the department, and where practical, other legal and support departments as requested by the Hub Leader. Answering phone calls for other members of the team when they are away from their desk and participating in a lunch time telephone rota within the Practice Assistant team. Minute taking, following up designated actions to ensure completion ahead of the next meeting. Liaising with and taking direction from your Legal Support Manager. Liaise with the Legal Support Manager over any planned absences, arranging cover as necessary and communicating this to the relevant fee earners. Financial Assisting fee earners with billing related tasks. Reviewing and updating time allocation and disbursements ensuring appropriate matter allocation. Request cheques, bank transfers, and paying in money received, as appropriate. Supporting the co-ordination of the WIP process. Dealing with matter related finance administration to include APRs, BACs, TTs. Processing expenses. Processing Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with Hub Leader/Legal Support Managers where challenges arise. Responsible for managing the creation and maintenance of data rooms and client information in accordance with case milestone. Responsible for ensuring client and matter data is maintained and updated within appropriate systems, raising requests with the BAU team as appropriate. Online applications e.g. Companies House, Land Registry, Searchflow, CRU forms. Undertaking searches and completion of requisite forms and submission. Ensuring compliance with firm wide/department policies and procedures Customer Service Arranging and attending team meetings. Liaising with fee earners, Hub Leader and Legal Support Managers to take instruction and liaise on work requirements. Consistently and appropriately update service users on progress where appropriate. Regularly offer assistance wherever possible.

Essential Skills & Experience

• Advanced knowledge of document management/case management systems.
• An effective communicator with an excellent customer and client service approach; striving to provide exceptional service at all times.
• Proven experience of managing client facing tasks and priorities, with a hands-on, practical approach.
• Effective at investigating issues and seeing a problem through to conclusion.
• Conscientious, taking personal responsibility for own work and accountability for its delivery and quality.
• Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges.
• Positive can-do attitude with the ability to adapt to change.
• Confidential and discreet but able to redirect information when appropriate to ensure areas of concern are resolved effectively.
• Well organised and methodical with excellent attention to detail, ensuring accuracy in all client communications and deliverables.

Technical Skills

• Experience of working in a legal or professional services environment.
• An aptitude for managing multiple priorities, producing documents and client communications of the highest standard.
• Advanced knowledge of Microsoft Office.

The Firm Clyde & Co is a leading global law firm, specialising in the sectors that underpin global trade and commercial activity, namely: insurance, transport, construction, energy, trade and commodities. It is globally integrated, offering a comprehensive range of contentious and non-contentious legal services and commercially-minded legal advice to businesses operating across the world. Clyde & Co is committed to operating in a responsible way. This means progressing towards a diverse and inclusive workforce that reflects the diversity of its communities and clients, using its legal skills to support its communities through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment. The firm has 480 partners, 2400 lawyers, 3200 legal professionals and 5000 people overall in over 60 offices and associated offices worldwide.

Our Values

• Work as one We are a globally connected team of talented people who act with a firm-first mentality to achieve success
• Excel with clients We aim high and challenge ourselves to deliver unique excellence for our clients, keeping them at the centre of everything we do
• Celebrate difference We help each other to be at our best and believe our differences result in greater achievement
• Act boldly We seek new opportunities, take action and learn as we go, recognising that curiosity drives our development and contributes to growth

Business Services Competencies

• Technical Excellence
• People and Team
• Client/Stakeholder Relationships
• Service Delivery and Commercial Awareness
• Personal Effectiveness

Commitment

Clyde & Co is proud to be an equal opportunities employer. Our values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity.