Legal PA

Recruiter
Hays Specialist Recruitment Limited
Location
Winchester
Salary
£20,000 - £24,999
Posted
12 Jan 2019
Closes
18 Jan 2019
Contract Type
Permanent
Hours
Full Time

Legal PA - Winchester - £23,000 - £25,500

Main Duties and Responsibilities

The Legal PA's principal role is to provide Lawyers with the support they need to perform the task of providing legal services to clients and help them maximise the amount of time they are able to spend on fee-earning and other essential non fee-earning tasks by assisting in the management and execution of their day to day workload.
The duties of a Legal PA will include, but are not limited to:

Administrative
In conjunction with relevant business support departments, as appropriate:

  • Using an effective system such as a to do list/reminders to ensure that longer term tasks are completed
  • Managing diaries, ensuring they are up to date and reminding lawyers of meetings daily
  • Arranging meetings, booking conference rooms, refreshments, checking rooms prior to meetings etc and liaising with other attendees, both internal and external
  • Organising travel arrangements, booking and confirmation of reservations and dealing with related invoices
  • Photocopying, printing, organising couriers, sending out of letters, faxes etc
  • Opening and closing of general files, general filing, record keeping and archiving of files
  • Liaising with floor support units over filing, scanning, copying etc


Communication

  • Taking internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
  • Monitoring post and/or e-mails and dealing with as appropriate and ensuring that all client related correspondence is passed on to an appropriate fee-earner if the relevant person is out of the office
  • Liaising with business support departments on behalf of lawyers as required


Client Relationship Management

  • Be part of client care team and be familiar with the full range of the lawyer's contacts/clients
  • Entering, maintaining and updating client details and relevant information of the firm's CRM system
  • Deal with basic queries and general administration, including in relation to hub clients;
  • Arrange all client meetings, including client care meetings

Financial

  • Assisting lawyers in ensuring their time is recorded properly and entered onto the time recording system daily
  • Assisting lawyers in the billing and credit control process by liaising with the lawyer and Accounts department, to include the production of standard financial/time reports
  • Requesting cheques, bank transfers and paying in money received, as appropriate
  • Liaise directly with clients monthly to ensure that bills reach them on time and be the interface between them and the Partner/ Finance department if there are any queries, following up where necessary


Other Duties and Responsibilities
In addition to providing support to the fee-earner(s) to whom they report, a Legal PA should also aid their immediate colleagues in their department and, where practical, other departments. Team duties will therefore include:

  • Assisting others in the office 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 office when they are away from their desk
  • Participating in a lunch time telephone rota within the Legal PA team
  • Assisting other members of the department or office
  • Working effectively with other legal departments and support departments as required
  • Any other duties as reasonably requested by a person of an appropriate seniority


Skills set

A Legal PA also has a responsibility to ensure that his or her skills set is up to date and he or she is familiar with the firm's internal systems and procedures. This will ensure that he or she is able to carry out his or her role effectively and, where appropriate, discuss any training requirements with the relevant person(s).

  • Advanced knowledge of CRM, Microsoft Word, Outlook, Excel, PowerPoint, Visual Files, Winscribe and the Internet
  • Excellent telephone manner and, after training, 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
  • The ability to work to tight deadlines daily
  • Conscientious, approachable and enthusiastic
  • Quickly builds respect and trust
  • An ability to build a good knowledge of the company, its departments, key personnel, clients, procedures and business practices

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