Senior Team PA within Litigation in Slough

We are recruiting a Senior Team PA to join our Litigation group.

The team consists of 18 Partners, two Senior Counsel, 57 Associates, 11 Trainee Solicitors, four Paralegals, two Senior Knowledge Lawyers, one Costs Draftsman and one Senior Litigation Management Lawyer. The practice is supported by a team of PAs which consists of one Business Support Manager, five Senior Team PAs, two Team PAs, two Junior Team PAs and one Administration Assistant.

The role is integral to the practice. The Senior Team PA needs to be adaptable, dynamic, and confident in their ability to drive change, influence and build relationships. They will provide an efficient, client-focused, professional legal support service to the partners and fee earners within the practice.

Key duties and responsibilities:

• Provide a high level of tailored support to partners and fee earners and act as the first point of contact.
• Add value by taking a proactive approach to tasks and anticipating potential problems before they arise.
• Act as a role model and mentor to junior members of the team by sharing knowledge and demonstrating best practice.
• Proactively manage a varied workload, with the ability to prioritise and manage partner/fee earner expectations in relation to deadlines and status of tasks.
• Assist with the management of the team hub.
• Complex diary and inbox management for partners, and where necessary send holding responses and proactively resolve potential clashes when scheduling meetings.
• Organise internal and external meetings, ensuring rooms and conference facilities are booked, liaising with attendees and ensuring that any required catering and technical equipment is in place, preparation of agendas and collating meeting papers in a timely manner.
• Build an understanding of the fee earners' work pressures and assist them to meet client demands and develop a knowledge of key clients.
• Arrange complex travel bookings, including producing itineraries, obtaining visas, flights, taxis, accommodation and rental cars.
• Understand and lead the end-to-end billing process including generating accurate billing reports, draft bills, disbursements, amending narratives and raising credit notes in a timely manner.
• Proactively assist the partners/fee-earners with the collections process including drafting and sending emails to clients for outstanding invoices.
• Manage accounts payable (invoices), expenses and disbursements.
• Understand the client matter opening process and use our file management system to run conflict searches, open matters, liaise with the risk team on client due diligence requirements, ensuring all relevant documents are filed electronically, file closure and archiving.
• Assist on ad-hoc projects as required, for example managing bundles, organising and assisting with client functions, seminars.
• Manage group and fee earner contacts and BD activities to ensure they are up to date through our CRM InterAction.
• Utilise document production and ensure that all typing, document formatting and redaction work is sent with clear instructions and deadlines.
• Attend training to develop specialist expertise to support the wider practice group.
• Proactively build relationships across the firm and assist across practice groups when required.

Please note that the job description is not exhaustive and may vary in line with changes in the team’s objectives and firm’s policy.

The candidate:

Broadly, we want to recruit an individual that fulfils the following criteria:

• Five years’ of strong experience working as a PA in a law firm or professional services firm.
• Secretarial qualifications desirable e.g. RSA, Cilex, legal secretarial diploma.
• Advanced user knowledge of Microsoft Outlook, Word, Excel and PowerPoint.
• Accurate typing, spelling, grammar and proof-reading skills.
• Strong level of numeracy.

Personal attributes:

• Excellent communication and good people skills.
• Must be a team player, whilst also being keen to take responsibility for their own duties.
• Excellent organisational and administrative skills with the ability to prioritise tasks to meet deadlines.
• Adaptable and flexible in an ever-evolving role.
• Self-motivated and proactive, able to act on their own initiative and problem solve.
• Client-orientated approach, both internally and externally.
• Proven ability to work under pressure and meet deadlines whilst maintaining an excellent attention to detail.
• A professional and presentable manner.

Application screening:

Any offer of employment is subject to pre-employment checks conducted by a third-party screening provider. These may include but are not limited to your professional and academic qualifications, any criminal records and employment references.

About Macfarlanes:

We are a distinctive London-based law firm with a unique combination of services built and shaped around the needs of our clients. Our unrivalled blend of expertise, agility and culture means we have the flexibility to meet their most challenging demands and adapt to the changing world around us.

We work on an international basis with the top independent law firms around the world. This strong international network gives clients choice and enables us to provide them with the highest possible level of service.

We recruit people to build careers for the long term. Our culture is thoughtful, challenging and supportive, and we are a place where everyone, at whatever level, can thrive.

Our commitment to inclusion:

Inclusion is one of our key priorities and it is a goal we are actively working towards. We believe that an inclusive, forward-thinking culture is intrinsically important and enables us to provide innovative solutions to our clients.

We welcome applications from people of all backgrounds, bringing different perspectives and experiences, making Macfarlanes an exciting and stimulating place to work.

Should you require any adjustments during the application and/or interview process, please do not hesitate to inform your recruiter or a member of the recruitment team.

We are a Disability Confident Employer and will offer an interview to disabled applicants who best meet the essential criteria for the role.