JOB DESCRIPTION
At Herbert Smith Freehills Kramer, our ambition is to help you achieve your goals.
Exceptional client service and the pursuit of excellence are at our core. We invest in and care about our client relationships, which is why many are incredibly longstanding. And we enjoy breaking new ground, as we have for over 100 years.
We are where you need us to be. We are in the world's largest markets, key financial centres and major growth hubs. Our international footprint is extensive and committed.
We are at our best tackling complexity and navigating change. We work alongside you on demanding contentious matters, exacting regulatory work and complex public and private market transactions. We are recognised as leading in these areas.
We are immersed in the sectors and challenges that impact you. We are recognised as standing apart in energy, ESG, infrastructure and resources. And we're focused on areas of growth that affect every business across the world, including technology and digitalisation.
All of this is achieved by supporting the growth of our people, who help us deliver on our ambition - which is to help you achieve yours.
Your goals. Our ambition.
The Opportunity
Primary Responsibilities
To provide support to the relevant Practice Area fee earning colleagues by assisting them in the following areas:
1. Deliver high quality, accurate work whilst managing and responding to changing and competing priorities
2. Meet required deadlines and negotiate alternate timeframes when necessary utilising other in-house services as appropriate (e.g. Office Operations, Reprographics, Document Production)
3. Implement effective telephone call management and other communication work practices. Ensure callers and other parties receive a consistent, high quality service and their expectations are managed
4. Print, photocopy and scan relevant documents as and when required. This includes assisting with the preparation of court/counsel bundles, deeds and fee earner working papers
5. File relevant documents in electronic or hard copy files as and when required
6. Assist with fee earner expense claims, cheque requisitions and other banking related admin in a timely manner
7. Manage own email including timely response, filing of emails (including hard copy filing where necessary)
8. Manage the entry of timesheets for fee earners (where relevant) promptly with accurate use of phase and task codes (if required)
9. Assist with the billing administration process which may include the creation of pre-bills, editing of bills and narratives, producing bill cover letters, ebilling set-up/submission and posting onto the system as per firm policy and process
10. Assist with making Intapp client/matter changes such as adding/amending client addresses, third party payers and making changes to agreed rates at the final billing stage.
11. Support the team with meeting the required WIP, billing and debtor's day's targets by generating client matter reports via Expert and rectifying errors and omissions when required
12. Assist with the new business intake administration process which may include, conflict checks, file opening forms, anti-money laundering/agreed rates forms and preparing engagement letters including checking for retainers
13. Assist the administrative support relating to the resourcing of fee earners across the Practice Areas.
14. Assist with quick turnaround document work that cannot be sent to DP
15. Assist with the organisation of event/meeting logistics such as booking conference rooms, arranging refreshments, equipment, arranging dial-in details and VC set-up and making restaurant reservations for client lunches/dinners.
16. Assist with point to point travel bookings which may include single/return train/flight tickets, hotel and taxi bookings
17. Assist with updating client information and relevant databases, following fee earner instructions (e.g. InterAction)
18. Prepare files for archiving and manage return/retrieval of files following firm guidelines
19. Provide ad hoc support to the Practice Areas such as assisting with incoming mail, answering the telephones, booking couriers, organising repro/DP submissions, assisting with room moves and any other general administrative duties
20. Treat your key relationships as ‘internal clients’ and demonstrate diligence, professionalism and a commitment to providing them with an exceptional experience including being a key point of contact for the team.
21. Take a keen interest in the Practice Areas, key matters, issues and ‘hot topics; so that appropriate priority is given to queries and requests and issues are escalated
22. Adhere to firm, office and practice group policies and procedures, including those that are formal, informal, documented or verbal
23. Take all necessary steps to ensure you are aware of correct procedures. Maintaining inquisitive, collaborative and vigilant work habits, keeping abreast of changes and developing more efficient work processes. Demonstrate this in your interactions with others
24. Demonstrate enthusiasm and proactivity in the workplace, including participating in and contributing to secretarial group meetings, firm initiatives, focus groups, pilot groups, team building activities, learning and development sessions and other relevant activities
25. Take responsibility for your own learning, undertake recommended training, keep up to date and comply with firm policies, adopt new or improved firm and practice group recommended work practices, and share information with others about better ways of working
26. Assist with the creation/management of Herbert Smith Freehills Kramer
27. Kramer and client datasites (extranets), building taxonomy in consultation with fee-earners ensuring sites are regularly updated and contain all relevant documentation
28. Creating/amending/checking/uploading deeds schedules within the HSF Kramer REDS system
29. Dealing with storage and recalling deeds as requested ensuring records are maintained in line with HSF Kramer process
Key Performance Indicators
30. Practice Area fee earners are satisfied with the level of administrative support they receive (including communication of work in progress) and agree that the quality of support you provide meets expectations
31. Work produced is consistently accurate and completed as requested, within agreed timeframes and is of a high standard
32. A reputation within the practice group for being an effective, helpful and supportive team member
33. Colleagues (including fee earners and Business Services staff) are confident that they can approach you and will receive a level of assistance that is appropriate in the circumstances
34. A reputation for being an effective communicator and for working with team members and Business Services teams to achieve positive outcomes
35. Compliance with the firm’s and practice group’s policies, guidelines and recommended ways of working
36. Actively participate in the firm’s annual performance review process, using knowledge of the Business Support Competency Framework to set professional goals
37. You take full ownership and responsibility for any absences from the office (including planned and unexpected absences). This includes leaving work in an appropriate state of order, leaving discoverable and up to date handover information, providing handover and full communication of the absence that is appropriate to the circumstances and in accordance with the process in place for the group
Skills, Qualifications and Experience
38. Candidates to have at least 1 year experience in an administrative role.
39. Typing speed minimum of 45 wpm with 98% accuracy
40. Good knowledge of the Microsoft suite (Outlook, Word, Excel and PowerPoint)
41. Excellent written and verbal communication skills with a demonstrated ability to building effective and trusting relationships with people internally and external to the firm.
Team
Office Operations
Working Pattern
Full time
Location
Belfast
Contract type
Permanent Contract
Diversity & Inclusion
We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success, including our ability to innovate and achieve sustained high performance. This is a key part of our Values—Human, Bold, and Outstanding.