This is a Permanent, Full Time vacancy that will close in {x} days at {xx:xx} BST.
The Vacancy
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.
Inclusiveness and Diversity
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 London offices, please visit our website:
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’ billing and financial requirements
Proactive billing and credit control
Check Evergreen to ensure that partners / fee earners time recording is up to date – 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 – 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 – 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 – 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).
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, electric vehicle scheme and much more.
Fieldfisher HQ is based in the vibrant and thriving City of London, which has something for everyone. Offering excellent commuter links based a 5-minute walk away from Monument and Bank tube stations. Views overlooking the River Thames and Tower Bridge from our 9th floor terrace, open plan workspaces that encourages a sense of camaraderie, hybrid working and hot-desking, discounted coffee in our on-site cafe, bike storage, shower facilities and much more.
We have diverse teams made up of our Partners, Lawyers and Business Services Professionals, collaborating to provide outstanding service to our clients, working across our many different sectors and practice areas.
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!
The Firm
Fieldfisher is Times Top 20 Law Firm, a highly commended firm in the European Financial Times Innovative Lawyers rankings and is repeatedly nominated for awards in areas including dispute resolution, M&A and IP. Many of our lawyers are recognised by legal directories as leading professionals in their areas of specialism and we are top two-ranked in a number of our key practice areas.
Our network spans over 1,800 people across 26 international offices in 12 countries.
We operate across our offices in Amsterdam, Barcelona, Beijing, Belfast (2), Berlin, Birmingham, Bologna, Brussels, Dublin, Düsseldorf, Frankfurt, Guangzhou, Hamburg, London, Luxembourg, Madrid, Manchester, Milan, Munich, Paris, Rome, Shanghai, Turin, Venice, Vienna and Silicon Valley.
Fieldfisher aims to ensure equality of opportunity and we are actively working towards improving the diversity of our staff. All applications will only be considered on merit and the applicant's suitability to meet the requirements of the role.
"It is great being in a firm which "gets" cross-office working – to feel properly part of a national team and to work with colleagues in other specialisms who are unconstrained by geography."
"I consider Fieldfisher to be a progressive firm with an understanding of social values. I'm pleased that staff is able to have input in the firm's direction and purpose as well as help to shape wider society. I'm encouraged to perform by being able to develop in a natural way, whilst being supported at every step.
Fieldfisher has managed to nurture a really positive and friendly culture. If they have drive and ambition, I would encourage anybody looking for a role here to grab the opportunity."
"Since joining Fieldfisher in 2016, I have progressed from an entry-level secretarial role to an experienced executive assistant. This was made possible by a supportive and inclusive working environment that allows staff to progress at a pace that is best suited to them which in turn makes for well-rounded, home-grown talent.
The firm strikes a great balance between providing the foundations for success and autonomy of your own growth and development. An insight I would give to potential applicants is that Fieldfisher offers the opportunity for a career and a sense of belonging to a community and not just a job."
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Privacy Policy
Fieldfisher LLP
Recruitment Privacy Notice
Issued: January 2021 Revised: January 2022
The following explains how we Fieldfisher (Controllers) intend to use the information you provide in your application, along with your rights, our reasons for requesting it and who will have access to it.
We respect the privacy rights of individuals and are committed to handling personal information responsibly and in accordance with applicable law. It is important that you read all of this Notice carefully as it sets out how Fieldfisher LLP ("the Company", "we" or "us") handles your personal information when you apply for a job or other role with us and the rights you have in connection with that information. The term "applicants" is used in this Notice to refer to anyone who applies for a job role, a placement scheme, vacation scheme, or who otherwise seeks to carry out work with or for us (whether on a permanent or non-permanent basis).
If you are in any doubt, or have any comments or questions about this Notice, please contact us using the contact details set out at Section 8 below.
As defined by the General Data Protection Regulation (GDPR) Fieldfisher is the Data Controller and ultimately responsible for ensuring the data you provide is kept secure, processed correctly and that you understand your legal rights in relation to the data you provide.
The recruitment software we use via this website is supplied by IRIS Software Group Limited and they are defined as a Data Processor under the GDPR. They will only process your data in accordance with our instructions.
IRIS can be contacted at: 4th Floor Heathrow Approach, 470 London Road, Slough, England, SL3 8QY
For Data Protection enquiries, please contact the Help Desk at support@networxrecruitment.com
2. Types of personal information we collect when you apply
Information that we collect automatically
You can visit the recruitment section of our website [https://www.fieldfisher.com/en/careers ] ("Website") and search for jobs without providing personal information. However, we do collect certain information automatically from your device when you visit our Website. For further information, please see the privacy notice that applies to the use of our Website www.fieldfisher.com/en/privacy-notice
Personal Information collected from you
The types of personal information we collect and process when you apply for a role with Fieldfisher LLP includes (but is not limited to):
Identification data and contact details – including your name, address, email address, phone number and other contact information, gender, date of birth, nationality/ies, national identifiers (such as national ID/passport, social security number(s)).
Employment history – such as previous employers and job titles/positions.
Background information – such as academic/professional qualifications, job qualifications, education, details included in your CV/résumé (which might include details of any memberships or interests constituting sensitive personal information), transcripts and employment references.
Details of your nominated referees (including their name, contact details, employer and job role).
Details of your immigration/visa status.
Previous applications/roles (information relating to previous applications you have made to the Fieldfisher Group and/or any previous employment history with Fieldfisher).
Professional information (for fee earners) – information regarding your professional history, including but not limited to, date of admission; in which jurisdiction did you qualify; have any complaints been made against you to a regulatory body.
Criminal offence information – whether you have any criminal convictions
Other information you voluntarily provide throughout the process, including through assessment centres / exercises and interviews.
We may need to collect, or request, some Sensitive Personal Information for legitimate recruitmentrelated purposes: for example, information about your racial/ethnic origin, gender and disabilities for the purposes of equal opportunities monitoring, to comply with anti-discrimination laws and for government reporting obligations; or information about your physical or mental condition to consider accommodations for the recruitment process and/or subsequent job role. For the most part, the provision of this information will be entirely voluntary, however, Fieldfisher operates a number of programmes designed for underrepresented student groups where the processing of the information is required. We will make this clear at the relevant time and provide a separate privacy notice to explain this processing. You may provide, on a voluntary basis, other Sensitive Personal Information during the recruitment process.
Personal information collected from other sources
References provided by referees.
Other background information provided or confirmed by academic institutions and training or certification providers.
Criminal records data obtained through criminal records checks.
Information provided by background checking agencies and other external database holders (for example credit reference agencies and professional / other sanctions registries).
Information provided by recruitment or executive search agencies.
Information collected from publically available sources, including any social media platforms you use or other information available online. (in each case, where permissible and in accordance with applicable law).
3. Purposes for processing personal information
We collect and use this personal information primarily for recruitment purposes – in particular, to determine your qualifications for employment and to reach a hiring decision. This includes assessing your skills, qualifications and background for a particular role, verifying your information, carrying out reference checks or background checks (where applicable) and to generally manage the hiring process and communicate with you about it.
If you are accepted for a role at Fieldfisher LLP, the information collected during the recruitment process will form part of your ongoing staff member record and will be processed in accordance with our Employee Privacy Notice. The data will remain live in the recruitment platform for 21 months.
If you are not successful, we may still keep your candidate account open for up to 21 months, to allow us to consider you for other suitable openings within Fieldfisher LLP in the future unless you request that we delete your account. Applications for those who are unsuccessful are deleted 12 months after the submission date.
4. Who we share your personal information with and transfers abroad
We take care to allow access to personal information only to those who require such access to perform their tasks and duties, and to third parties who have a legitimate purpose for accessing it. Whenever we permit a third party to access personal information, we will implement appropriate measures to ensure the information is used in a manner consistent with this Notice and that the security and confidentiality of the information is maintained.
Transfers to other group companies
We will share your personal information with other members of the Company's Group around the world in order to administer our recruitment processes and store data.
Transfers to third party service providers
We may make certain personal information available to third parties who provide services relating to the recruitment process to us, including:
recruitment or executive search agencies involved in your recruitment, e.g. AllHires; Reed; NIJobs, Cappfinity.
background checking or other screening providers and relevant local criminal records checking agencies, e.g. Credence
data storage, shared services and recruitment platform providers, IT developers and support providers and providers of hosting services in relation to our careers website
third parties working in collaboration with Fieldfisher for the provision of programmes designed for underrepresented student groups
We may also disclose personal information to third parties on other lawful grounds, including:
Where you have provided your consent;
To comply with our legal obligations, including where necessary to abide by law, regulation or contract, or to respond to a court order, administrative or judicial process, including, but not limited to, a subpoena, government audit or search warrant;
In response to lawful requests by public authorities (including for tax, immigration, health and safety, national security or law enforcement purposes);
As necessary to establish, exercise or defend against potential, threatened or actual legal claims;
Where necessary to protect your vital interests or those of another person; and/or
In connection with the sale, assignment or other transfer of all or part of our business.
In some cases, the sharing described above may result in your personal information being transferred internationally, including from the European Economic Area to a country outside it. These countries may have data protection laws that are different to the laws of your country (and, in some cases, may not be as protective).
Specifically, our partnerships, and third party service providers operate around the world. This means that when we collect your personal information we may process it in any of these countries. However, we have taken appropriate safeguards to require that your personal information will remain protected in accordance with this Notice. The safeguards we have taken include implementing the European Commission's Standard Contractual Clauses for transfers of personal information to our non-EEA members operating under the Fieldfisher brand, which requires our non-EEA members to protect personal information they process from the EEA in accordance with European Union data protection laws. Our Standard Contractual Clauses can be provided on request.
We have also implemented similar appropriate safeguards with our third party service providers and partners and further details can be provided upon request. The transfer of personal data to third party service providers outside of the UK and the EEA takes place on the basis of data protection adequacy decisions by the UK or the European Commission or via the implementation of EU data protection standard contractual clauses.
5. Legal basis for processing personal information
Our legal basis for processing your personal information as part of the recruitment process is:
our legitimate interests (as summarised above in Section 3) (which are not overridden by your data protection interests or fundamental rights and freedoms, particularly taking into consideration the safeguards that we put in place, for example, those outlined in Section 4 above);
to comply with applicable immigration and/or employment laws and regulations;
to take steps prior to entering an employment contract with you, where you are considered for employment;
in circumstances where you have made the data public;
where we have your consent to do so. Where we have requested your consent to process your personal data, you have the right to withdraw your consent at any time;
to protect the rights and interests of Fieldfisher LLP, our employees, applicants and others, as required and permitted by applicable law.
If we ask you to provide personal information to comply with a legal requirement or to perform a contract with you, we will make this clear at the relevant time and advise you whether the provision of your 5 personal information is mandatory or not (as well as of the possible consequences if you do not provide your personal information).
If you have questions about or need further information concerning the legal basis on which we collect and use your personal information, please contact us using the contact details provided in Section 8 below.
6. Data retention periods
Personal information will be stored in accordance with applicable laws and kept as long as needed to carry out the purposes described in this Notice or as otherwise required by applicable law. Generally this means your personal information will be retained:
in accordance with the retention periods set out in Fieldfisher's Staff Privacy Notice (where you become our employee); or
for a period of 12 months after the submission date of your application unless you request that we delete your application.
7. Your data privacy rights
You have the following data protection rights:
If you wish to access, correct, update or request deletion of your personal information, you can do so at any time by sending an email to data.protection@fieldfisher.com;
You can object to the processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information. You can exercise these rights by contacting us by email at data.protection@fieldfisher.com;
You have the right to opt-out of marketing communications we send you at any time. You can exercise this right by clicking on the “unsubscribe” or “opt-out” link in the marketing e-mails we send you. To opt-out of other forms of marketing (such as postal marketing or telemarketing), then please email data.protection@fieldfisher.com;
Similarly, if we have collected and process your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent; and
You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority. (Contact details for data protection authorities in the European Economic Area, Switzerland and certain non-European countries (including the US and Canada) are available here.)
We respond to all requests received from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.
8. Updates to this Privacy Notice
We may update this Privacy Notice from time to time in response to legal, technical or business developments. When we update our Privacy Notice, we will take appropriate measures to inform you, which will be consistent with the significance of the changes we make. We will obtain your consent to any material Privacy Notice changes if and where this is required by applicable data protection laws.
You can see when this Privacy Notice was last updated by checking the “last updated” date displayed at the end of this Privacy Notice.
9. Contact details
Please address any questions or requests relating to this Notice to data.protection@fieldfisher.com or alternatively, you can raise any concerns with your line manager or local HR department.
Last Update January 2022
FIELDFISHER LLP STUDENT PLACEMENT SCHEMES
Privacy Notice
Fieldfisher LLP ("Fieldfisher", "We", "Us") respects the privacy rights of individuals and we are committed to handling personal information responsibly and in accordance with applicable law. This short privacy notice sets out how we will handle your personal information when you apply to participate in a student placement scheme, and the rights you have in connection with that information.
As part of the recruitment process, the following types of personal information will be processed about you:
Identification data and contact details – including your name, address, email address, phone number and other contact information, gender, date of birth, nationality/ies and national identifiers (such as national ID/passport number);
Employment history – such as any previous employers and job titles/positions;
Background information – such as academic/professional details, education history, , and details included in your CV (which might include details of any memberships or interests constituting sensitive personal information); and
Other information you voluntarily provide throughout the process, including through assessment centre exercises and interviews.
As part of this scheme we will also request that you provide some sensitive personal data in order to identify which under-represented group you align with in order to assess your eligibility for the scheme. This information could include: details on your racial or ethnic origin, disabilities, sexual orientation, whether you received state education or are a first generation university student, or if you received financial assistance during your academic journey.
We will also request that you provide information on your gender, racial/ethnic origin and disability for the purposes of diversity monitoring; the disclosure of this information is entirely voluntary. Where necessary, we will collect medical information to ensure we can provide appropriate levels of support to you, as required, during the interview, assessment and placement stages. We will not use any of your information for any other purpose.
For the purposes of this scheme, Fieldfisher act as a data controller.
You have the following data protections rights, where applicable:
You have the right to request access to personal data about you (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you, and to check that we are lawfully processing it.
You have the right to request rectification, correction, or updating to any of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
You have the right to request personal data provided by you to be transferred in machine-readable format ("data portability"), to the extent this right is relevant in the employment context.
You have the right to request erasure of personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You have the right to request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you (e.g. if you want us to establish its accuracy or the reason for processing it).
You have the right to object to the processing of your personal data in certain circumstances.
For further information about how Fieldfisher may use your personal data, your rights and information on how to contact our Data Protection Officer, you can read Fieldfisher's full privacy notice above or on our website: https://www.fieldfisher.com/en/privacy-notice
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