Legal PA - Pensions

The Vacancy What can you expect? Our EPIC team is made up of specialist lawyers in the fields of employment, pensions, immigration and compliance law. Our wide-ranging expertise means that we're uniquely qualified to provide joined-up solutions that will help you get on with what you do best. This role will be directly supporting the Pensions team. Inclusiveness and Diversity At Fieldfisher, led by the social model of disability, we are working towards removing accessibility barriers and maximising disability and neurodiversity inclusion in our recruitment processes. Should you have any accessibility requirements, please contact a member of Fieldfisher's Recruitment Team who will work with you to implement suitable adjustments at any stage of the recruitment process. All conversations are treated in the strictest of confidence and we would appreciate your feedback to ensure we can provide an accessible and enjoyable recruitment process. For accessibility information on our Belfast offices, please visit our website: Responsibilities File management responsibilities - Opening and closing files including ensuring electronic filing systems are maintained accurately and up to date. Mailbox management with the ability to prioritise, categorise and respond to basic client requests and draft responses accordingly. Monitoring and being the gatekeeper to fee-earners' mailbox in their absence. Communicate regularly with fee earners to ensure that both parties are clear on priorities and what is on the 'to do' list. To undertake limited typing i.e urgent documents. Proactive client liaison including take messages, pass on information and deal with simple queries. Pro-actively delegate work to the relevant Legal Support Services team e.g Document Production team, Practice Administration to ensure that PA time is maximised and the newly introduced model is being followed. Diary management Ensure client meeting clashes do not occur. Partners/fee earners have all the required materials for their client meetings. Arrange meetings on behalf of partners/fee earners/clients. Ensure business travel information is entered into calendars. Management and co-ordination of the Partners billing and financial requirements Proactive billing and credit control Check Evergreen to ensure that partners / fee earners time recording is up to date remind where necessary and remind Partners / senior associates of final billing day for the month end. Liaise with Billing for Partner WIP reports: Run WIP reports and distribute to Partners and chase Partners for client matters numbers for printing billing guides and draft invoice; and check with Partners/senior associates to ensure that all matters they want to invoice have been billed. Build an understanding of each client's different billing requirements to ensure that invoices are not rejected. Prepare specific draft billing narratives where required. Prepare draft letters/emails to accompany sensitive invoices, thank you letters etc. Submit invoices on behalf of Partners and respond to clients on billing issues. Build relationships with Client PAs/accounts departments to ensure that billing issues are resolved quickly. Opening new clients Prepare and complete AML form for partner to sign: pull together correct information required for AML; liaise with client regarding additional information/documents required for AML; send AML form to risk team for approval. Prepare Engagement letter for Partner to sign. Send Engagement letter to client on partner's behalf. Organisation of meeting agendas, presentations and meeting papers ensuring they are distributing to relevant fee earners to enable them to have adequate preparation time. Marketing Support Photography Liaise with Concierge to have new fee earner photos taken Saving photos in correct house style and in appropriate Marketing filesite folders Digital/Website Uploading and updating content on the website including; creating lawyer profiles, blogs and briefing papers Upload photography to fee earner profiles on the website Upload files to the website to create links for hyperlinking in emails Proof reading and hyperlinking keywords in the text to relevant target pages on all content added to the site Bids Collating and maintaining Master CVs for each fee-earner and sorting by partner, director and other grade Updating bids credentials lists with matters from Chambers after each directories round Credentials database adding to it by practice and sector Bidding library - adding to it by sector and sub-sector Key information on Risk, Insurance, International and Financial Business Development InterAction management of fee earners' contact data including recording BD activities, updating marketing lists, assisting with pipeline/opportunity updates Collating information for expressions of interests and credentials documents Providing About Us documents Organising conference calls on behalf of the fee earners. Organising transport, accommodation and related documentation for international travel as required and produce itinerary as appropriate. Assisting with workload of team members within practice group and across the firm as required. Any additional ad hoc tasks as required. Experience and Knowledge Experienced Legal Secretary/PA. Proven experience of dealing with complex billing requirements. Must possess excellent diary management, organisation and prioritisation skills. Must be able to communicate effectively and build good relationships with clients and staff within the firm. Must work well as part of a team. Must be a competent, fast and accurate typist. Must be competent at producing legal documents to a high standard. Professional telephone manner and the ability to accurately record and pass on messages. Sound technical skills in the following areas - Microsoft Office IT skills Word, Excel, PowerPoint, Publisher, Outlook (Fieldfisher uses Microsoft 2010). Proven document or case management skills (Fieldfisher use Worksite). Proven experience of using a legal computerised finance system. Proven experience of using a Client Relationship Management system (Fieldfisher use InterAction). Fieldfisher Belfastis based in the vibrant and modern offices located in the iconic Titanic Quarter. You will be joining a growing and exciting office environment, which has seen rapid expansion since its opening in August 2018. Our open plan workspace encourages a sense of camaraderie, hybrid working and hot-desking. We have diverse teams made up of Lawyers, Legal Support and Business Services Professionals, collaborating to provide outstanding service to our clients, working across our many different sectors and practice areas. Offering great commuter links, being a 10-minute walk from the city centre, bookable on-site parking and easy access to railway and bus services. We understand the importance of collaboration outside of work with lots of different clubs and networks for our people to get involved in, including quiz nights, book club, choir, firm-funded yoga, fitness challenges, football teams, and inclusive events with our nominated charity partners. If you would like to know more, chat with our recruitment team or visit our social media channels to see for yourself! Culture & personal development Were a firm with real entrepreneurial drive and we dont believe in squashing peoples individuality. We want you to use your unique talents and experiences to help the firm grow. You can only do that by being yourself. And working closely and collaboratively with people throughout the firm. Thats why we foster a culture that encourages you to be yourself. Well give you bespoke support to develop your own career. Whether thats through allowing you to access all areas across the firm, funding you through training for professional development qualifications, or making sure you have a structured career plan, well make sure your talents are being nurtured. The Firm Fieldfisher is Times Top 20 Law Firm, a highly commended firm in the European Financial Times Innovative Lawyers rankings and is repeatedly nominated for awards in areas including dispute resolution, M&A and IP. Many of our lawyers are recognised by legal directories as leading professionals in their areas of specialism and we are top two-ranked in a number of our key practice areas. Our network spans over 1,800 people across 26 international offices in 12 countries. We operate across our offices in Amsterdam, Barcelona, Beijing, Belfast (2), Berlin, Birmingham, Bologna, Brussels, Dublin, Dsseldorf, Frankfurt, Guangzhou, Hamburg, London, Luxembourg, Madrid, Manchester, Milan, Munich, Paris, Rome, Shanghai, Turin, Venice, Vienna and Silicon Valley. Fieldfisher aims to ensure equality of opportunity and we are actively working towards improving the diversity of our staff. All applications will only be considered on merit and the applicant's suitability to meet the requirements of the role. Skills: Diary management Meeting Scheduling Legal Documents Document Drafting Typist