Team Assistant

About the Role

We are hiring! Our Legal Support Property team at Browne Jacobson is seeking a dedicated Team Assistant to join our Nottingham office. This vital role involves providing comprehensive administrative and file management support to the team. Work will be assigned either directly by fee earners or through the Practice Assistants, with a strong focus on delivering responsive service and maintaining ongoing relationships with the team you support.

Key Responsibilities of the Team Assistant

• Liaise with PAs to support Client & Marketing activities, including scheduling tender meetings, directory interviews, and client training.
• Collaborate with PAs to accurately enter, maintain, and update Interaction with new prospects, clients, contacts, activities, and business development information.
• Ensure current knowledge of client-specific protocols and processes, integrating them into daily practices.
• Manage files by updating and maintaining all records, ensuring correct filing, adherence to business-wide naming conventions, and proper folder structures for both electronic and paper documents.
• Handle file opening and closing procedures, setting up matters on relevant document/case management systems, and ensuring compliance with all archiving protocols.
• Assist PAs with organizing internal and external events, seminars, and conferences, including arranging delegate registrations, booking travel, preparing materials, and managing promotional items.
• Responsible for ordering and maintaining stock levels of all promotional goods.
• Process room and taxi bookings, organize hand deliveries and courier requests, and fulfill other ad hoc administrative tasks.
• Manage printing, copying, and scanning of documents, routing high-volume jobs to document solutions as appropriate.
• Coordinate with team members on workloads to consistently meet deadlines.
• Answer internal calls for other team members.
• Liaise with and take direction from PAs and PSM.
• Support PAs with billing and expense management as required.
• Prioritize and manage workloads effectively to meet deadlines, escalating challenges to PAs and PSM when necessary.
• Create and upload information to client data rooms, following instructions from Lawyers and PAs.
• Produce court bundles, ensuring master bundles are prepared accurately according to Lawyer instructions and court rules, and coordinating with document solutions for printing/copying and pre-booking delivery methods.
• Verify the accuracy of client and internal data.
• Ensure strict compliance with firm-wide and department policies and procedures, including Lexcel and Information Security standards.
• Check post and emails, dealing with correspondence appropriately and ensuring all client-related communications are filed in the firm's document management systems.
• Actively participate in team meetings.
• Communicate effectively with fee earners and practice assistants to take instructions and discuss work requirements.
• Consistently and appropriately update service users on progress.
• Regularly offer assistance to colleagues.

Key skills/competency

• Administrative Support
• File Management
• Document Management Systems
• Data Entry
• Client Liaison
• Organizational Skills
• Attention to Detail
• Communication Skills
• Team Collaboration
• Compliance Adherence