Job Description

Fieldfisher\'s Tax and Structuring Group advises across all taxes. Our expertise includes both advisory and contentious work in the fields of charities and social enterprise, corporate tax, employee equity incentives, employee ownership, funds, media, private client, property, intangibles and VAT.

What to expect?

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.

• 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.

Management and co-ordination of the Partners\xe2\x80\x99 billing and financial requirements

Proactive billing and credit control * Check Evergreen to ensure that partners / fee earners time recording is up to date \xe2\x80\x93 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 \xe2\x80\x93 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 \xe2\x80\x93 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.

A bit about you

• Experienced Legal Secretary/PA with a minimum of 3 years\' experience.
• 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 \xe2\x80\x93 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).

Diversity and Inclusion.

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: https://www.fieldfisher.com/en/locations/united-kingdom/contact-us/offices/accessing-fieldfisher-belfast-hub

What can we offer you?

Our people are at the core of what we do. Fieldfisher\'s benefits package is designed to enable all colleagues to thrive in an inclusive and supportive environment. These benefits range from private health insurance, life assurance & income protection, flexi-gym discounts, season ticket loans, bike-to-work loans and much more.

Fieldfisher Belfast is 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

We\xe2\x80\x99re a firm with real entrepreneurial drive and we don\xe2\x80\x99t believe in squashing people\xe2\x80\x99s 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. That\xe2\x80\x99s why we foster a culture that encourages you to be yourself.

We\xe2\x80\x99ll give you bespoke support to develop your own career. Whether that\xe2\x80\x99s through allowing you to \xe2\x80\x9caccess all areas\xe2\x80\x9d across the firm, funding you through training for professional development qualifications, or making sure you have a structured career plan, we\xe2\x80\x99ll make sure your talents are being nurtured.

How to apply

Enter your email address on the job advert and press the \'apply now\' button to submit your CV and to start your application.

Please note that we recruit on a rolling basis, meaning that your application will most likely be reviewed before the application deadline. We will continue to accept applications until we have successfully filled the role.

Fieldfisher is a European law firm with market-leading practices in many of the world\'s most dynamic sectors. We are an exciting, forward-thinking organisation with a particular focus on technology, financial services, energy & natural resources, and life sciences.

We are a law firm built around people with all their diversity and we strike a healthy balance between legal excellence and a down-to-earth practical approach to our clients\' needs. We believe The Future is Human, so we choose a collaborative approach with an intense focus on the end-user and consider carefully how to shape our services to add the most value to our clients.

Fieldfisher