Newfields Law has an opportunity for a Legal Assistant to join the firm’s specialist sport immigration team.
Location: based in Cardiff and Bristol
Application deadline: 1st March 2023
Overall objective
To assist and provide a range of administrative support to clients, fee earners and other legal professionals.
Key responsibilities
- To support and represent the firm and its team, acting professionally at all times.
- Using initiative and excellent organisation skills (time management and prioritisation) in assuming responsibility for an agreed task list.
- To participate in supervision sessions in respect of your tasks as and when reasonably required.
- To carry out effectively and efficiently any administrative tasks, as shall be reasonably requested, including but not limited to:
- preparing clear and accurate fee and disbursement information for advisors.
- Gathering from clients/intermediaries information and appropriate documentation/correspondence and tailoring basic template documents where appropriate, to prepare and complete (but not to submit, unless supervised) UKVI applications and any subsequent visa centre process (appointment bookings and document uploads), ensuring a time-sensitive and professional approach that encompasses accuracy and attention to detail at all times to secure the client’s best interests.
- Communicating verbally and in writing with the client in a concise but professional manner, responding promptly, clearly and calmly to any correspondence, and where possible taking proactive measures to ensure the client is kept up to date (including visa appointment reminders).
- Contacting third parties (including UKVI, visa centres and agents) to clarify and/or update matter information, and to progress applications, reporting back to advisors and/or clients where appropriate.
- Carrying out various Sponsorship Management System updates, including diarising and carrying out the renewal of Sponsor Licences and Certificates of Sponsorship, arranging Level 1 user for fee earners at Newfields, and visa expiry information.
- Taking appropriate steps to enable applicants to meet the English language requirements of their visa applications (booking tests and liaising with applicants regarding the test location and date)
- Updating outlook calendars and liaising with clients to schedule calls and meetings.
- Ensuring the firm’s electronic files (including WIP) are maintained and promptly updated, and that documents are saved and organised in an orderly manner and in accordance with firm procedures (undertaking any photocopying and scanning of documents as appropriate).
- Regularly reviewing and maintaining matter-related spreadsheets, identifying actions that appear in these records could be undertaken daily to assist with the progression of any one case.
- Assisting the firm’s legal secretary with key tasks, including but not limited to:
- Sending out initial emails and closing emails to clients and applicants
- Scanning documents and BRPs, contacting clients and arranging delivery of documents, including BRPs, via Royal Mail and courier
- Diarising key expiry dates
- Providing basic annual leave and/or sickness absence cover
- To attend and participate in, meetings and telephone calls, taking and saving accurate attendance notes as and when reasonably required.
- To assist with promoting the firm in accordance with its business development (“BD”) strategy.
Specific responsibilities, based in Cardiff and Bristol, and to be supervised by a Paralegal:
- Advising on the requirements and documentation required for Schengen visas and other overseas visas; and coordinate the visa process liaising, where appropriate, with the firm’s agent.
- Preparing fee quotes and confirm acceptance.
- Assisting the firm’s legal secretary with preparing and sending out appropriate compliance documents and where necessary ensuring that all compliance has been acknowledged by Applicants and required documentation has been returned.
- Communicating verbally and in writing with applicant’s to collect their personal information to enable the completion of a visa application.
- Gathering and saving supporting documents, with appropriate headings.
- Drafting UKVI applications and tailoring template documents for specific applicants in line with the relevant Immigration Rules.
- Liaising with the client to book visa appointments.
- Uploading supporting documents to the visa centre portal.
- Scanning BRPs following approval of an application.
- Diarising key dates, including the expiry dates of BRPs; and Sponsor licence and CoS renewals.
- Requesting new CoS allocations.
- Undertaking research tasks for fee earners, which may include but not limited to: researching individual immigration queries, and investigating wider areas related to the firm’s BD strategy.
Person specification – experience & attributes required
- Personable, but professional, with an empathy for, and understanding of, the problems faced by our clients
- Excellent organisation and administrative skills, with an ability to manage and to prioritise tasks efficiently and competently, and to work under pressure/to deadlines
- An ability to work both within a team and on your own initiative, accompanied by a spirit of co-operation and a positive ‘can do’ attitude.
- Accuracy and excellent attention to detail
- Excellent English skills (verbal and written, supported by excellent spelling and grammar)
- Business acumen and the ability/appetite to promote and market the firm.
- An acceptance of the need to work outside normal office hours as and when required.
- An understanding in all Microsoft office packages.
Apply now
Application deadline: 1st March 2023
To apply, please send your CV, with a covering letter, via email to: info@newfieldslaw.com
