Practice Assistant REG Hub

Department: Real Estate - Professional Support Hub

Location: Manchester

As the single point of contact for partners, with responsibility for the completion of their work, PAs will undertake a variety of secretarial tasks (as listed below) and, where appropriate, will manage the workflow by utilising Administrative Assistants (AAs) and the Central Legal Support team (CLS), retaining ownership and accountability of all tasks through to completion. Provide a high quality, comprehensive workflow management and organisational service to lawyers in the group and exceptional client service.

• Become an active part in the care of clients and be wholly familiar with contacts/clients and dealing with basic client queries as appropriate
• Manage the production of documents and check returned work produced by the CLS 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 appropriat
• Liaise with Clients & Markets to assist with the organisation of, and providing support for, scheduling client events, tender meetings, client training etc.
• Assist with the organisation of tenders and pitches to ensure the document creation process is managed effectively and to the highest standards, liaising with appropriate contributors as necessary.
• Manage client contacts 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.

• 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.
• Manage and monitor the key dates process for clients and ensure compliance procedures are up to date on all files and matters.
• Support lawyers in business development activities including the involvement in preparation of pitches and presentations, scheduling meetings e.g. tenders, internal client etc.
• Work with business development managers on the maintenance of CRM to ensure key client contacts are stored and ‘bounce-backs’ e.g. contacts with rejected email addresses are reviewed, updated or archived from system
• Assisting in the organisation of internal and external events, seminars and conferences.
• 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
• Along with HL, 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.
• Produce and maintain Excel spreadsheets as required.
• Assisting in the tender process – liaising with Business Development, collating outstanding information, assisting with draft/final submissions.
• Arrange for the preparation and collation of internal sector newsletters and briefings
• Uploading documents to PDF docs and editing documents using the same
• Arrange photocopying, printing, organising couriers, sending out letters, faxes etc.
• Submitting documents for signature by clients via Docu Sign.
• Receiving instructions via digital dictation for tasks and acting upon the same.

• Key point of contact for allocated Partners 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 on to an appropriate lawyer and actioned as necessary; proactively responding to and drafting responses on behalf of others, prioritising emails, collating necessary paperwork and e‑filing.
• Liaising with clients and contacts involved in client matters, taking the lead on ensuring actions are taken forward, addressing queries personally and escalating as necessary.
• Liaising with and providing support to their immediate…