Processes diary entries efficiently and is completely reliable in relation to anticipating and organising practical arrangements. Actively manages diary to ensure all work commitments can be achieved. Makes sure that there is sufficient time between meetings to deal with matters arising. Generates possible solutions to conflicting requests by using initiative and resourcefulness. Renegotiates changes to accommodate urgent matters. Ensures diary contains all relevant information so can easily be picked up by somebody else during an unplanned absence. Reminds fee earner to prepare for forthcoming meetings. Provides assistance on request, e.g. by drafting simple agendas, co-ordinating submissions by other parties. Prints copies of agenda in advance of meetings and checks that fee earner has all the papers required for imminent meetings.
Agrees extent to which fee earner requires assistance to manage their email account.
WIP and debt
Maintains provisions and project codes as instructed. Produces and understands WIP and provision reports. Enquires as to whether to raise bills when debt is large. Offers assistance and reminders on billing deadlines. Able to process any bills. Able to train other members of the team in FMS.
Relationship Management System (RMS) and pipeline
Is a confident user of the RMS reporting system. Manages fee earner's RMS contacts, follows up with fee earner for any business cards after meeting, uses the internet (LinkedIn, company website etc) and other external sources to obtain information required. Reviews RMS client and contact information on regular basis. Ensures that client and business interests are flagged so that they receive relevant material. Manages the sales and pipeline for each fee earner, checks their diaries and encourages them to pass on information. Encourages fee earners to review RMS list on regular basis. Uses initiatives to look at ways to cleanse data and ensures leavers data is reallocated.
Produces work of a consistently high standard, at speed, which requires minimal correction. Seeks input from others to quality control key documents. Makes suggestions on how to improve documents. Researches the Brand intranet and liaises with the Brand and Design team for advice on complex documentation as necessary. Able to generate draft responses to routine correspondence for finalisation by fee earner when requested to do so. Has the higher level technical skills required to troubleshoot issues with a document and rectify. Adept at complex formatting.
Is realistic when assessing deadlines for delivering. Has a reputation for delivering on time. Ensures that status is reported back on a timely basis without need for prompting. Communicates to affected parties if encounters problems and gives early warning if deadline cannot be reached. Seeks to develop problem solving skills. Knows when to ask others for help and gives clear, concise instructions and checks they have been understood. Uses judgement to determine the best use of resources. Provides support as needed and checks that deadlines are achieved. Maintains responsibility for work that has been delegated out, double-checking it when returned for typos, grammatical errors and CVI errors before submitting it.