Department:Legal
Support - Catastrophic Injury and Large Loss Location:
Edinburgh or Glasgow Role:
Legal Support Assistant
The Team Working as a team to act as a point of contact for fee earners
and the completion of their work, the role with undertake all aspects
of the Legal Support Assistant role, and where appropriate, manage the
workflow by utilising Administrative Assistants and Document
Production, retaining ownership and accountability of all tasks
through to completion. Provide a high quality, comprehensive workflow
management and organisational service to fee earners in the group and
exceptional client service.
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.
Business Services Competencies Clyde & Co is committed to providing extensive, personal and
professional developments opportunities for our people enabling them
to be highly effective in their current role as well as assist them to
fulfil their career aspirations.
The competencies are used to inform all aspects of Business
Services career development. They vary across levels and
different business areas and fall under the following areas: •
Technical Excellence • People and Team • Client/Stakeholder
Relationships • Service Delivery and Commercial Awareness
• Personal Effectiveness
This is the job description as constituted at present; however
the Firm reserves the right to reasonably amend it in accordance with
the changing needs of the business.
