This is a fantastic opportunity for a Senior PA to join this top 200 Law firm in their offices in Southampton, they have free parking on site. You will provide EA support to a Senior Partner within Employment and also support the Corporate/Commercial departments.
Core Duties will include:
·To administer files to include opening, closing, storage and retrieval in accordance with the firm’s management procedures
·Accurately record information in the practice management system provided by Lawyers
·Drafting of own letters, documents, and forms, to be checked by Lawyer/s using case management system and/or Microsoft Word as necessary
·Daily diary management for themselves and Lawyer/s. Inputting important key dates and diarising when to chase for things
·To make appointments, arrange meetings, book rooms for clients and colleagues as requested, organising refreshments as necessary
·Able to deal with and respond to some correspondence in the absence of Lawyer on annual leave
·Plan and book travel for Lawyer/s when required
·Ensure that letters, telephone notes and file notes are accurately presented and formatted in a professional style and in line with company procedures
·To prepare correspondence, documents and enclosures for despatch using digital dictation and the practice management system as applicable, at all time adhering to the laid down policies and procedures
·Ensuring files are maintained accurately and filing kept 100% up to date
·To undertake any specific training to improve or enhance skill base as requested
·To accurately maintain and update data in the practice management system relating to client and contact information and marketing activity and preferences
·To assist clients with updates/progress on their cases
·To proactively assist as requested with Departmental marketing and networking events
·Produce and mail out client invoices
·Assist Fee Earners in the billing and credit control process by liaising with the Fee Earner and accounts and to produce standard financial/time reports and invoices through the system
·Request cheques, bank transfers and paying in money received, as appropriate
·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.
·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 duties as reasonably required by the Fee Earners or Team Leader, or a person of an appropriate seniority.
Ideal Candidate must have the following:
A Senior Legal Secretary 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 Senior Legal Secretary is able to carry out his or her role effectively and, where appropriate, should discuss any training requirements with the Team Leader for their office.
·Accurate typing speed of at least 60 words per minute.
·Advanced knowledge of Microsoft Word (including track changes), Outlook, Excel, PowerPoint, research tools and other system implemented by the firm such as case management.
·Knowledge of legal terminology, documentation, legal processes, etc.
·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 solutions focussed working method