Personal assistant to partner

Purpose of the post

To assist the partner including the provision of the provision of legal secretarial and administrative services to the practice by providing competent and efficient legal secretarial duties and provide day to day supervision of a small team of administrative assistants.

Duties and responsibilities

• To support the partner/s in the management of the administrative/secretarial workload, ensuring that the priorities of the firm are met.
• To support fee earners in the production of files by typing dictated work as directed.
• To support fee earners in the maintenance of files by effective file management.
• To assist fee earners in the management of case-load by dealing with file related queries either face to face or by telephone.
• To ensure that clients are dealt with efficiently and politely and that appropriate legal matters are raised with the conducting fee earners.
• To assist in general office administration and in the locating of files when necessary.
• To transmit correspondence by fax machine and undertake scanning/photocopying when necessary.
• To answer internal telephone calls efficiently and politely and take messages, as necessary.
• To ensure that all internal methods, systems, policies and procedures are adhered to.
• To manage own work allocation, productivity and quality of work with minimum supervision.
• Ensuring an efficient audio and copy typing service is provided to the team members.
• Act as a point of co-ordination for developing and maintaining letters and documents.
• Assist fee earners with the maintenance of client file records, both in paper form and electronically.
• Co-ordinate the co-ordination and reporting of statistical data as required by the partners.
• Gather information from and provide information to clients, on the telephone and in person, when requested by the fee earners.
• Complete standard forms and documents under the supervision of the fee earners and occasionally issue documents at court.

Personal qualities

Managing yourself

• Self-motivated and able to organise own work with minimum supervision.
• Coping effectively in demanding circumstances.
• Good time management, adopting a flexible approach to work.
• Demonstration of persistence and commitment to completing tasks and objectives.
• Delivering work output to the required standard.
• Paying attention to detail and quality of work.
• Demonstrating a commitment to improving working practices and supports company plans and policies.

Working with people

• Ability to build and maintain working relationships with others and is seen as ‘approachable’.
• Operate effectively as part of a team.
• Willing to offer help to all colleagues to ensure company success.

Problem solving

• Demonstration of sound judgment and good decision making when dealing with problems.
• Ability to identify a problem arising and can develop a solution or take the correct course of action.
• Knowledge and judgment about when to seek guidance or further input from others before taking action.
• Ability to check that information is accurate and complete.
• Ability to look for new solutions to problems as well as tried and tested methods.

Communication skills

• Ability to express oneself both orally and in writing in a clear and constructive way.
• Willing to ask questions, listen to others views and accept advice.
• Willing to contribute ideas and seek improvements.
• Good client/introducer/supplier handling skills both by telephone and face to face.

Experience required

Essential

• Computer literate with good keyboard skills and a working knowledge of using software packages.
• Recent practical experience of using word processing packages (preferably Microsoft Word).
• Copy typing of 50 words per minute.
• Recent practical experience of audio typing.
• Recent practical experience of working in an office environment.
• Practical experience of handling client enquiries both by telephone and face to face.
• Working knowledge of using photocopiers, fax machines.

Desirable

• Practical experience of working in a legal office environment.
• Experience of working in a networked Windows environment.
• Demonstrates a commitment to personal development.

Personal and professional development

• To undertake training and development activities to ensure a high quality service is delivered.
• To actively participate in supervision and appraisal and team activities to promote high standards and continuous development.

Equal opportunities

• To have regard at all times in the planning and execution of duties to the firm’s equal opportunities policy.

Other

• Occasional evening and weekend working when required and agreed.
• To undertake other duties generally commensurate with the post as directed by the partners.

Candidates should apply for the role by email only by forwarding their CV and covering letter to [email protected]