Practice Team Assistant

I am working with the an international law firm based at St. Pauls and they are looking for a permanent Practice Team Assistant to work within their corporate/litigation department and they are offering a salary of up £32,000. The hours are 9.30am-5.30pm and they offer hybrid working 4 days in the office/1 day from home.

The role

As a Practice Support Assistant, you provide essential administrative and file management support across the team. This role is crucial in supporting legal teams effectively, facilitating smooth operations and client interactions.

Practice Support Assistants demonstrate the core competencies of Proactivity, Teamwork, Effective Communication, and Inspiring Confidence. These are essential for supporting the broader Practice Support function, ensuring seamless administrative operations.

Proactivity: Practice Support Assistants report to the Service Lead, anticipating the needs of the support team and lawyers. They take initiative to complete tasks and ensure transparency and collaboration. Teamwork: You operate as part of a seamless Practice Support unit, leveraging colleagues' capacity, offering support, and covering absences to meet deadlines and deliver quality results. You collaborate to improve processes, streamline workflows, and contribute to team initiatives, providing essential support to the team in managing the team's administrative tasks and resources. Effective Communication: Clear, consistent communication with legal and support teams is essential for managing expectations and maintaining effective relationships. Demonstrate constructive working relationships through effective communication, providing clear updates on task progress. Recognise when colleagues need support and communicate your own needs effectively, fostering trust and teamwork. Inspiring Confidence: Deliver accurate, professionally presented work promptly to meet task-specific deadlines, scenarios, and client demands, reinforcing the Firm's reputation for high-quality legal support. Proactively seek guidance from more experienced team members to ensure the work produced adheres to best practices.

Key Responsibilities

• Client Service Delivery: Support the Service Lead, Practice Assistants, Executive Assistants and Lawyers by organising your time and tasks to ensure effective management of workload priorities. Seek clarification as needed to perform these tasks effectively and ensure smooth operations.
• Diary Support: Upon request, assist with room and taxi bookings, and diary updates. The expectation is that the person delegating these tasks has overall ownership so will provide hands‑on guidance to ensure accuracy. Proactively seek further guidance from the Service Leader, Executive Assistants and Practice Assistants as needed.
• Client Engagement: Liaise with the Service Leader, Executive Assistants, and Practice Assistants to provide support for client and marketing tasks including updating the CRM system.
• Document Management: Responsible for creating electronic documents, digital documents with appropriate structure and formatting, and checking client and internal data for accuracy.
• File Management: Open and close files, maintain records appropriately, ensuring electronic records are correctly named and filed, and undertake file archiving procedures.
• Support Event Organisation: Assist in the organisation of internal and external events, seminars, and conferences by handling registrations, booking taxi, rail or air tickets, printing and sending materials. The expectation is that the person delegating these tasks has overall ownership so will provide hands‑on guidance to ensure accuracy. Proactively seek further guidance from the Service Leader, Executive Assistants and Practice Assistants as needed.
• Administrative Support: Handle tasks including printing, copying, and scanning documents. Maintain accurate expense records, organise hand deliveries, and courier requests.
• Financial Administration: Support required finance and billing‑related tasks, process expenses, and manage priorities to meet deadlines.
• Efficiency Optimisation: Streamline workflows and manage time to enhance productivity.

Other Responsibilities

Attend relevant training to keep up to date with firmwide procedures. Commitment to continuous learning and performance improvement.

Personal Specification – Experience, Knowledge & Skills

Relevant office-based administration experience. Good communication skills with the ability to liaise professionally with internal clients. High level of attention to detail and accuracy in all communications and deliverables. Ability to operate independently with a hands‑on, practical approach. A proactive attitude with the capability to adapt to change. Basic to intermediate knowledge of Microsoft Office. Proven aptitude for technology. An aptitude for administration management and processes, with experience of working with document management/case management systems. An effective communicator with the ability to liaise with internal clients in a professional manner, striving to always provide excellent service. Customer/client service focused and proactive in offering assistance.