Practice Assistant

Owen Reed; Greater London; Hybrid; GBP 28,000 - 36,000; Full time

Benefits offered by this job

Hybrid working

Job summary

Owen Reed in London is seeking an experienced Practice Assistant to join the Charity & Community team. Hybrid working with three to four days in the office during the first two months, then two days per week.

You will manage diaries, handle applications, support client relationships, produce documents, and maintain CRM records. Proactive, flexible staff with strong IT and MS Office skills, confidentiality, and willingness to work beyond hours when needed will thrive.

Qualifications

• GCSEs in Maths and English (C/4) or equivalent are essential.
• Secretarial experience in a law firm is essential.
• Charity and Community sector exposure helpful.

Responsibilities

• Diary management and workload planning with minimal supervision.
• Process applications, forms or searches with minimal supervision.
• Knowledge of systems and processes used within the Department.

Skills

Diary management

Client service

CRM system

Document production

Microsoft Office

Confidentiality

Billing preparation

AML documentation

File management

Education

GCSE Maths & English

Tools

CRM system

Document Management System

Microsoft Office

Job description

Owen Reed is looking for an experienced, proactive and highly organised Practice Assistant to join the Charity & Community team of a top law firm in London.

Hybrid Working: Three to four days in the office during the first two months, reducing to two days per week afterwards.

Working Hours: 9.30 a.m. to 5.30 p.m., Monday to Friday. It is essential that the successful applicant is committed, flexible and prepared to work beyond normal office hours when necessary and in response to demand.

Responsibilities

Organisational Support

• Effective and proactive diary management, and awareness of Fee Earners' workloads to plan ahead, with minimal supervision
• Processes relevant applications, forms or searches, with minimal supervision
• Has a good knowledge of all systems/processes used within the Department

Client Relationship and Business Development

• Provides excellent service to clients, both internal and external, in a timely and professional manner, presenting a positive image of the Firm at all times
• Acts as a first point of contact for Fee Earners
• Provides assistance in the delivery of marketing communications, and records all business development meetings in the CRM system
• Recognises, respects and honours client confidentiality at all times

Document Production

• Creates typed work of a high quality, formatting in accordance with house style, at high speed, with accuracy and following internal guidelines
• Makes effective use of the Document Management System
• Creates new documents from the Firm’s templates, using contact data from the CRM system where appropriate
• Proof-reads all documents for spelling, grammar and sense, querying wording where appropriate

IT Skills and Systems

• Maintains a high level of proficiency in core IT applications including the Microsoft Office suite (Word, Excel, PowerPoint and Outlook)

File Management

• Adopts a pro-active approach and works with Fee Earners effectively, to maintain regular file management, to ensure all files are up to date, closed and archived, as appropriate
• Keeps accurate records of all files sent to off-site storage via Records

Financial Risk Management

• Prepares bills, as required by Fee Earners
Prepares AML documentation and obtains relevant documentation from clients in a timely manner, as required by Fee Earners
• Carries out conflict searches and correctly identifies the work type

Skills and Experience

• Qualified to GCSE standard, grade C/level 4 (or equivalent) at Mathematics and English essential
• Previous secretarial experience in a law firm essential and previous experience working in Charity and Community would be helpful