Personal Assistant

Purpose:

To provide a proactive and comprehensive PA service to Partners & Fee earners to enable them to focus their time on providing legal services to clients.

Core Duties:

General Administration

• Managing diaries, ensuring these are kept up-to-date and include all meetings and periods of absence (e.g. holidays, etc.);
• Keeping Partner/Fee Earner advised of upcoming activities and provide any required papers in advance;
• Arranging internal and external meetings including the booking of rooms, arranging refreshments and equipment as required. Checking rooms prior to meetings and liaising with other attendees;
• Preparing and distributing meeting packs/working papers in advance of diarised meetings.
• Arranging travel requirements;
• Producing Aderant reports;
• Ensuring out-going mail and enclosures are ready for collection by the mailroom. All documentation should be signed and sealed, wherepossible and should be ready in a timely manner;
• Sending of emails as and when required; and any additional administrative duties as required

Communication:

• Taking telephone calls and dealing with appropriately;
• Taking accurate messages where required and passing messages on in a timely manner; and
• Monitoring post and/or e-mails as required and ensuring all relevant client related correspondence is direct to the appropriate fee earner.

Client Relationship Management:

• Gain knowledge and understanding of client base and work undertaken by allocated fee earner team;
• Ensuring AML process complete in conjunction with Fee Earners and Compliance;
• Completing CMI process as required and ensuring client data is current and valid;
• Assisting Fee Earners in organising Business Development & Marketing activities as required; and
• Researching on behalf of the Fee Earner as required.

Financial:

General Administration

• Managing diaries, ensuring these are kept up-to-date and include all meetings and periods of absence (e.g. holidays, etc.);
• Keeping Partner/Fee Earner advised of upcoming activities and provide any required papers in advance;
• Arranging internal and external meetings including the booking of rooms, arranging refreshments and equipment as required. Checking rooms prior to meetings and liaising with other attendees;
• Preparing and distributing meeting packs/working papers in advance of diarised meetings.
• Arranging travel requirements;
• Producing Aderant reports;
• Ensuring out-going mail and enclosures are ready for collection by the mailroom. All documentation should be signed and sealed, where

possible and should be ready in a timely manner; Sending of emails as and when required; and Any additional administrative duties as required.

Communication

• Taking telephone calls and dealing with appropriately;
• Taking accurate messages where required and passing messages on in a timely manner; and
• Monitoring post and/or e-mails as required and ensuring all relevant client related correspondence is direct to the appropriate fee earner.

Client Relationship Management

• Gain knowledge and understanding of client base and work undertaken by allocated fee earner team;
• Ensuring AML process complete in conjunction with Fee Earners and Compliance;
• Completing CMI process as required and ensuring client data is current and valid;
• Assisting Fee Earners in organising Business Development & Marketing activities as required; and
• Researching on behalf of the Fee Earner as required.

Financial

• Liaising with Fee Earner and relevant team within Finance for any financial matters including:
• Assisting with any Cashroom tasks for fee earners i.e.cheques, bank transfers etc.;
• Assisting with Billing tasks and production of fee

• Assisting with Credit Control queries;
• Producing reports from PMS system as required; and Assisting with Fee Earner expenses.

General - PA Team

• Assisting others within PA team as required depending on capacity;
• Answering telephone calls when other PAs are not in attendance.

The above list is not exhaustive and additional duties will be allocated as appropriate.