PA

About the role

Our focus is on providing outstanding client service, through expert, clear advice and assistance with Private Client matters, delivered in a professional and engaged way that leads to high levels of client satisfaction.  We work together at all levels of our team to create a supportive and pro-active environment to achieve this.

The prime role of the PA is to provide direct support to the Fee Earners in the Private Client team to enable them to operate at optimum efficiency.  This will include but will not be limited to the main responsibilities given below.  The PA is expected to use a high degree of self-management and initiative.

Department: Private Client

Employment Type: Full-Time

Location: Epsom

Workplace Type: In office

Job details

Key tasks, duties and quality standards:

• Prepare correspondence and documents through audio-typing and word processing.
• Administer filing which will include daily filing and the opening, closing, storage and retrieval of client files in accordance with the detailed procedures contained in the office manual.
• Prepare mail and enclosures for dispatch.
• Arrange for all copying to be done, in person if an Office Assistant is not available to undertake the task.
• Make appointments, arrange meetings and to maintain an up to date diary for their fee earners.
• Prepare the conference room for meetings as necessary and for the tidying and clearance of the room at the end of the meeting.
• Provide refreshments when asked to do so.
• Provide support to other secretaries as required.
• Provide guidance to junior and temporary secretaries when required to do so.
• Attend clients both in person and on the telephone and to provide such support in a professional and friendly manner in keeping with the firm’s standards for client care.
• Undertake any specific training when required to do so and overall to have a responsibility towards self-development.
• Ensure the confidentiality of all the Firm’s and clients’ documentation and information.
• Undertake on-line form filling requirements
• Operate the firm’s case management system
• Maintain or improve on the current standards of document presentation
• Consider improvements to the efficiency of the department.
• Undertake other duties as from time to time required

To be successful in this role, we are seeking the following:

Qualifications

Good general level of education and fast touch typing skills

Essential personal qualities, skills and abilities

• Substantial previous legal secretarial experience including at least 2 years’ experience in the specialist area
• Advanced IT skills in relevant packages
• Keeps up with fee earner’s work production
• High accuracy levels
• Communicates professionally with clients both on the telephone and personally
• Provides good customer care
• Demonstrates a pro-active approach to work and clients
• Progresses client matters without supervision and in the absence of fee-earners
• Takes on other tasks
• Demonstrates ability and willingness to:
• work to deadlines
• to cope under pressure
• use initiative
• prioritise work-loads effectively
• work as part of a team
• Demonstrates clear commitment to the firm and a genuine interest in legal work
• Has a good attendance record year on year
• Demonstrates a positive attitude.
• Well-developed interpersonal, social and communication skills including an appreciation of the vulnerability of some of our clients, both generally and also specifically at distressing times.

Desirable knowledge, skills and competencies

• Prior knowledge of Practice Evolve or other case management systems
• Knowledge of law/legal practice