|Salary:||£26000 - £28000|
|Sector:||PA & Secretarial|
Maternity Cover – 9 – 12 months
The Personal Assistant’s principal role is to provide lawyers with the administrative support they need to provide seamless legal services to clients and help them maximise the amount of time they are able to spend on fee-earning tasks.
The Personal Assistant will become involved in all aspects of the management and execution of their allocated Lawyers day to day workload by providing exceptional and proactive administrative support.
The Personal Assistant will act as workflow manager for other support services including delegating and supervising the completion of document production, file management and copying/scanning work.
The Personal Assistant will take an active interest in and obtain a thorough understanding of all aspects of client requirements to provide exceptional service levels to both the lawyers and clients.
- Manage diaries, ensuring they are up to date and reminding lawyers of meetings etc on a daily basis
- Arrange meetings, book conference rooms, refreshments, check rooms prior to meetings etc and liaise with other attendees, both internal and external
- Organise travel arrangements, book and confirm reservations and deal with related details
- Arrange or, where not appropriate, conduct photocopying, printing, organising couriers, sending out of letters, faxes etc
- Arrange for files to be opened and closed, supervise general filing requirements and record keeping
- Use effective systems to ensure that both short and long term tasks are completed within required timescales
- Support lawyers in marketing activities including involvement in preparation of pitches and presentations
- Take internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
- Monitor post and/or e-mails and dealing with as appropriate and ensure that all client related correspondence is passed on to an appropriate fee earner if the relevant person is out of the office
- Liaise with business support departments on behalf of lawyers as required
- Liaise with the departments Team Leader over any planned absences, arranging cover as necessary and communicating this to the relevant fee earners
- Client relationship management
- Become an active part in the care of clients and be wholly familiar with contacts/clients
- Enter, maintain and update client details and relevant information on the firm’s contacts system
- Deal with basic client queries and general administration
- Arrange client meetings
- Document production
- Check correspondence, attachments, documents, reports, presentations, faxes etc produced by the Document Production team before they are passed to the relevant lawyer and undertake basic/minor amendments where appropriate
- Type urgent/short/confidential correspondence and emails
- Produce and maintain Excel spreadsheets as required
- Assist lawyers in the billing and credit control process by liaising with the lawyer and accounts and to produce standard financial/time reports through the system
- Request cheques, bank transfers and paying in money received, as appropriate
- In addition to providing support to the fee-earner(s) to whom they report, a Personal Assistant will also provide assistance to their immediate colleagues in the department and, where practical, other departments.
- Assisting others in the department whenever there is spare capacity or it is evident that a colleague needs assistance with their workload
- Picking up telephone calls for other members of the department when they are away from their desk
- Participating in a lunch time telephone rota within the Personal Assistant team
- Assisting other members of the department, both proactively and at the request of the Team Leader
- Working effectively with other legal and support departments as required
- Any other relevant duties as reasonably requested by the Lawyers or Team Leader, or a person of an appropriate seniority
A Personal Assistant has responsibility to ensure that their skill set is up to date and they are familiar with the firm’s departments, key personnel, clients, internal systems and procedures. This will ensure that the Personal Assistant is able to carry out his or her role effectively and, where appropriate, discuss any training requirements with the Team Leader.
In addition to this, they should have/be:
- Accurate typing speed of at least 60 words per minute
- Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm
- Excellent telephone manner and competent knowledge of telephone system
- Excellent communication, organisational and team skills
- Excellent attention to detail
- Flexible and dependable, able to take the initiative
- Able to remain calm under pressure and work to tight deadlines
- Conscientious, approachable and enthusiastic
- Able to quickly build confidence, respect and trust with others
- Have a positive approach to daily tasks and have a solution focussed working method
If you have not been contacted within 5 working days, then unfortunately on this occasion your CV has not been shortlisted.
Speak to the 2i Team: 01483 414719