Practice Team Assistant

Owen Reed Ltd; London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading law firm in London is seeking a Practice Team Assistant to support administrative and operational functions. This role involves managing various tasks including document preparation, communication handling, and assisting with client matters. The ideal candidate will have strong organizational skills, a proactive attitude, and proven experience in a similar role.

Qualifications

• Minimum 18 months of experience in an administrative role.
• Typing speed of at least 45 wpm with 98% accuracy.
• Strong written and verbal communication skills.

Responsibilities

• Support fee earners with administrative and operational tasks.
• Manage emails, timesheets, and billing administration process.
• Organize event logistics and travel arrangements.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Proactivity

Problem-solving

Tools

Microsoft Office Suite

Job description

Owen Reed is looking to recruit a Practice Team Assistant for a top law firm in London.


The Opportunity: Primary Responsibilities

As a Practice Team Assistant, you will support the relevant PA team and fee earners with a variety of administrative and operational tasks, including:

• Delivering high-quality, accurate work while managing and responding to changing and competing priorities

• Meeting required deadlines and negotiating alternate timeframes when necessary, utilizing other in-house services as appropriate (e.g. Reprographics, Document Production, General Office)

• Implementing effective telephone and communication practices, ensuring a consistent, high-quality service and managing expectations of callers and other parties

• Printing, photocopying, and scanning relevant documents, including assisting with preparation of Court/Counsel bundles, Deeds, and fee earner working papers

• Filing relevant documents in both electronic and hard copy formats as required

• Assisting with fee earner expense claims, cheque requisitions, and other banking-related administrative tasks in a timely manner

• Managing your own email, including timely responses and filing of emails (including hard copy filing where necessary)

• Promptly entering timesheets for partners (where relevant) with accurate use of phase and task codes (if required)

• Supporting the billing administration process, including creating pre-bills, editing bills and narratives, producing bill cover letters, e-billing setup/submission, and posting to the system per firm policy

• Assisting with client/matter changes, such as updating client addresses, third-party payers, or agreed rates at the final billing stage

• Supporting the team in meeting WIP, billing, and debtor day targets by generating client matter reports and correcting errors or omissions as needed

• Assisting with new business intake processes, including conflict checks, file opening forms, AML/agreed rate forms, and preparing engagement letters with appropriate retainer checks

• Completing quick-turnaround document work that cannot be sent to Document Production

• Organizing event/meeting logistics, including room bookings, refreshments, equipment setup, dial-in/VC setup, and restaurant reservations for client functions

• Assisting with point-to-point travel arrangements, including booking train/flight tickets, hotel, and taxis

• Updating client information and databases (e.g., InterAction) following PA or lawyer instructions

• Preparing files for archiving and managing file returns/retrievals according to firm guidelines

• Providing ad hoc support to the group/division, including handling mail, answering phones, booking couriers, organizing repro/DP submissions, supporting room moves, and other general administrative duties

• Adhering to all firm, office, and practice group policies and procedures, whether formal, informal, documented, or verbal

• Taking proactive steps to understand and follow correct procedures while maintaining collaborative, inquisitive, and efficient work habits

• Demonstrating enthusiasm and proactivity in the workplace, including participating in secretarial group meetings, firm initiatives, focus groups, pilot programs, team activities, L&D sessions, and other relevant events

• Taking ownership of your own learning, participating in training, staying up to date with firm policies, adopting recommended practices, and sharing improved ways of working with others

Skills, Experience, and Qualifications

• Minimum 18 months of experience in an administrative role (external candidates)

• Typing speed of at least 45 wpm with 98% accuracy

• Strong knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

• Excellent written and verbal communication skills

• Proven ability to build effective and trusting relationships both internally and externally

• Strong organizational and time management skills, with the ability to think ahead

• Capability to multitask and prioritize competing demands from various stakeholders

• Ability to adapt to changing circumstances and meet deadlines

• Excellent attention to detail

• Strong proofreading skills

• Good problem-solving abilities

• Effective team player

• Demonstrates initiative and proactivity in all aspects of work