The Vacancy

We are recruiting a Team PA to join our Commercial group.

About Macfarlanes

Macfarlanes is a pre-eminent law firm that serves a global client base in private capital, private wealth, M&A and disputes. Personal connection, an entrepreneurial spirit and a commitment to excellence are at the heart of our firm. These values drive our ability to deliver exceptional outcomes for our clients.

We are big enough to undertake the most complex and demanding mandates yet small enough to know each other well and to be agile, adapting to the needs of our clients. We seek to strengthen the firm by recruiting talented people from all backgrounds who want to build long-lasting and impactful careers with us. Our culture is challenging and supportive, creating an environment where individuals can thrive.

What this means for you

Joining Macfarlanes means being part of a collaborative, approachable team who want you to succeed. You'll be encouraged to get involved and recognised for your contribution.

We take your development seriously. Our learning and development programmes are second to none and are designed to help you strengthen your skills.

Above all, you'll be part of a firm where we all work together as part of a cohesive and supportive team, value your efforts and help you to thrive.

The team

Our Commercial group consists of two Partners, one Senior Counsel, seven Associates, two Trainee Solicitors and one Senior Knowledge Lawyer. The practice is supported by a Business Support Manager and one Team PA.

The role

The Team PA is an integral part of the practice. They need to be adaptable, dynamic, and confident in their ability to support change, influence and build relationships.

The Team PA will provide an efficient, client focused, professional legal support service to the partners and fee earners within the practice:

Key duties will include:

• provide a high level of tailored support to partners and fee earners and act as the first point of contact;
• adding value by taking a proactive approach to tasks and anticipating potential problems before they arise;
• act as a role model to junior members of the team by sharing knowledge and demonstrating best practice;
• proactively managing a varied workload, with the ability to prioritise and manage partner/fee earner expectations in relation to deadlines and status of tasks;
• complex diary and inbox management for partners, and where necessary send holding responses and proactively resolve potential clashes when scheduling meetings;
• organising internal and external meetings, effectively ensuring rooms and conference facilities are booked, liaising with attendees and ensuring that any required catering and technical equipment is in place, preparation of agendas and collating meetings papers in a timely manner;
• build an understanding of the fee earners work pressures and assist them to meet client demands and develop a knowledge of key clients;
• arranging complex travel bookings, including producing itineraries, obtaining visas, flights, taxis, accommodation and rental cars etc;
• understanding and leading the end-to-end billing process including generating accurate billing reports, draft bills, disbursements, amending narratives and raising credit notes in a timely manner;
• proactively assist the partners/fee-earners with the collections process including drafting and sending emails to clients for outstanding invoices;
• managing accounts payable (invoices), expenses and disbursements;
• understanding the client matter opening process and using our file management system to run conflict searches, open matters, liaising with the risk team on client due diligence requirements, ensuring all relevant documents are filed electronically, file closure and archiving;
• assisting on ad-hoc projects as and when required, for example managing bundles, organising and assisting with client functions, seminars etc;
• managing group and fee earner contacts and BD activities to ensure they are up to date through our CRM InterAction;
• utilising document production and ensuring that all typing, document formatting and redaction work is sent with clear instructions and deadlines; and
• proactively build relationships across the firm and assist across practice groups when required.

Please note that the job description is not exhaustive and may vary in line with changes in the team's objectives and firm's policy. This could include providing support to other practice areas during busy periods.

The candidate

Broadly, we want to recruit an individual that fulfils the following criteria:

Qualifications, experience and technical skills

• experience working as a PA in a law firm or professional services firm;
• secretarial qualifications desirable e.g. RSA, Cilex, legal secretarial diploma or equivalent;
• knowledge of Microsoft Outlook, Word, Excel and PowerPoint;
• accurate typing, spelling, grammar and proof-reading skills; and
• strong level of numeracy.

Personal attributes

• excellent communication skills and good people skills;
• ability to work independently, managing workload and priorities effectively while using sound judgement and seeking guidance where appropriate;
• excellent organisational and administrative skills with the ability to prioritise tasks to meet deadlines;
• adaptable and flexible in an ever-evolving role;
• self-motivated and proactive, able to act on their own initiative and problem solve;
• client-orientated approach, both internally and externally;
• proven ability to work under pressure and meet deadlines whilst maintaining an excellent attention to detail; and
• a professional and presentable manner.

Application screening

Any offer of employment with us is subject to our pre-employment checks which are conducted by a third-party screening provider. These checks will be initiated with your consent, and your CV will be sent to the provider by us. The screening will include but is not limited to your employment references, professional and academic qualifications including grades and any criminal records. Your offer will be subject to the successful completion of these checks.

Our commitment to inclusion

Inclusion is one of our key priorities and it is a goal we are actively working towards. We believe that an inclusive, forward-thinking culture is intrinsically important and enables us to provide innovative solutions to our clients.

We welcome applications from people of all backgrounds, bringing different perspectives and experiences, making Macfarlanes an exciting and stimulating place to work. We seek to recruit the best candidates, regardless of age, gender, race, ethnicity, social or economic background, religion, disability, sexual orientation or any other characteristic.

As part of this commitment, we will ask you certain diversity data questions. We would really appreciate you and/or your recruiter completing these questions when submitting an application to Macfarlanes as this data enables us to measure our progress and identify any actions needed to continue to support an inclusive culture. This data is anonymised to maintain the privacy of applicants. If you have any questions relating to how this data is used, please contact a member of the recruitment team.

Should you require any adjustments during the application and/or interview process, please do not hesitate to inform your recruiter or a member of the recruitment team. Please note, the job description is available in other accessible formats (for example, large print).

We are a Disability Confident Employer and will offer an interview to disabled applicants who best meet the essential criteria for the role. If you would like to apply through the Disability Confident Interview Scheme, please email the recruitment team at recruitment@macfarlanes.com.

The Company

The Company has experienced unprecedented growth over the past few years. We have a vast number of employees, and provide support to clients from all over the country.