Team Billing Support Secretary

Lewis Silkin is a UK top-100 commercial law firm with offices in London, Oxford, Cardiff, Dublin and Hong Kong. The firm is recognised by clients and industries alike as being distinct: for its deep understanding, insight and advice to creative, innovative and brand-focused businesses; for its market-leading international practice in employment, immigration and reward; and for delivering pragmatic, commercial advice in a refreshingly human way.

With 60 partners and more than 340 staff, the firm is structured around two key divisions; the Employment, Immigration and Reward (EIR) and the Creators, Makers and Innovators (CMI).

The employment team of Lewis Silkin is one of the leading employment law practices both domestically and internationally. Our team is amongst the largest in the UK with 24 employment / immigration partners and around 100 other specialist lawyers.

Objectives of the job:

To handle billing duties in conjunction with the EIR partners, associates and secretaries and ensure the accurate and efficient production of documentation and dispatch of invoices in line with the firm’s stated standards and deadlines.

This critical role is also responsible for ensuring that the Cardiff billing and credit control processes run smoothly.  This involves working closely with the other EIR Team Billing Support Secretaries; secretaries and the central Billing team, as well as the Divisional Business Managers to identify and then implement agreed improvements.

This role interfaces directly with the Secretarial Supervisors and members of the EIR Finance Bubble in order to ensure the highest levels of support are provided.

Key responsibilities:

• Collaborating and co-ordinating with fellow Team Billing Support Secretaries to carry out billing duties on behalf of the EIR partners, associates and secretaries.This is a true divisional role and as such the role will provide support across all the offices as needed;

• Arranging and carrying out monthly billing meetings with EIR partners and associates. Planning ahead for any lawyer absence during billing cycle and raising WIP reports;

• Managing the office billing process (from raising proforma’s to sending bills) in accordance with monthly deadlines, obtaining instructions from Associates regarding sending out accurate invoices.

• Ensuring confidential employment advice details are not sent to client’s finance teams unless permitted;

• Working closely the credit control team in Finance to follow up on any client credit control queries;

• Co-ordinating with billing/cashiers regarding bill & disbursement amendments, transfer of time, write-offs, credit note receipts, VAT issues, change of client address, and return of monies on account/refunds where necessary etc.

• Producing accurate and timely documentation and correspondence as required;

• Ensuring dispatch of invoices within five working days;

• Entering new timekeepers on e-billing portals, when required

• Liaising with clients in relation to specific billing requirements (purchase order numbers, fixed fees etc.), as well as bill requests, queries, bill narratives, and chasing clients for payment of unpaid bills as required;

• Checking billing registry when dealing with unfamiliar client bills, and updating the registry on receipt of updated client instructions;

• Liaising with foreign lawyers and counsel chambers in relation to their invoices, including providing updates upon request, ensuring invoices are processed correctly onto the system, updating trackers where necessary, and resolving issues;

• Co-ordinating quality review of received bills, capturing issues as appropriate for follow-up with Finance team/lawyers

• Producing tailored narratives and accrual submission requests for clients, when required;

• Co-ordinating scanning, signing & sending of bills, and ensuring correct contact details are recorded;

• Ensuring vendor forms, and any other required forms are completed when requested by clients;

• Preparing payment request forms when disbursements are received by external or internal suppliers;

• Assist with the administration of large client projects involving global invoicing;

• Build a sufficient knowledge of client billing requirements to be able to support EIR partners, associates and clients, as appropriate;

• Identify and implement improvements to the existing billing process, working closely with central Finance/Billing team, Secretarial Co-ordinators and Office Managers as well as Divisional Business Managers and Finance Partners.

Secretarial responsibilities:

• Assisting with any secretarial overflow, holiday/sickness cover for PA’s.

Candidate profile

The successful candidate must have a professional manner and excellent communication and interpersonal skills.  They must enjoy working in a team environment.  They will need to have excellent numerate skills and be highly organised.  They must have a flexible nature and a co-operative and willing attitude. 

Abilities and desired qualities:

• Excellent typing skills (at least 70 wpm audio/copy typing) as well as accurate numeracy skills;

• Attention to detail – a high level of accuracy is essential;

• Ability to manage a busy workload;

• Ability to meet deadlines and work under pressure;

• Ability to communicate at all levels;

• Team player and enthusiastic;

• Professional in conduct and appearance at all time;

• Ability to adapt to ongoing changes in the billing process.

IT skills required:

• Sound IT skills – experience of Word and Excel.Although not necessary, would be helpful to have experience of Elite.Full training on document management and practice management systems will be provided.

Educational and professional qualifications required:

• Good grammatical English and mathematical skills.
   

Lewis Silkin is an equal opportunities employer.