Executive Legal PA - Part -Time - 25 hours ( afternoons required)

Recruiter
DCA Recruitment
Location
Godalming
Salary
24000.00 GBP Annual
Posted
10 Aug 2017
Expires
07 Sep 2017
Contract Type
Freelance

Executive Legal PA - Part -Time - 25 hours ( afternoons required)

Location: Godalming

Salary cGBP25,000 Pro rata

MAIN PURPOSE

The main purpose of the job is to act as Executive Legal PA to one of the four directors of a highly respected legal firm.

The Executive Legal PA will also provide secretarial support to a junior solicitor.

The Executive Legal PA will provide an excellent standard of service to clients to the best of their abilities as part of the team and in accordance with our client's values.

SECRETARIAL DUTIES

  • Secretarial duties including client file opening on the practice management system, typing of documents (including using track changes) preparation of Companies House forms and correspondence (often using audio), filing, scanning and collating documents, photocopying, diary management and client liaison.
  • All correspondence and documents to be checked for accuracy before being given to fee earner for checking/signature. Ensuring fee earner has everything he/she needs for meeting, including directions and map and correct paperwork.
  • Shared responsibility for answering the main telephone number.
  • Greeting clients, making refreshments and advising fee earner of their arrival.
  • The Executive Legal PA will open new client matters on case management system and in paper form.
  • Running identity checks for clients using Global ID system and filing results.
  • Alerting fee earner to failed checks and seeking documentary id from clients.
  • Assisting with the notary public practice, keeping separate accounting logs, liaising with consular agents, sewing up notarial certificates.
  • Printing and filing e-mail correspondence and filing on case management system and paper files.
  • When management are out of the office or on holiday, monitoring e-mails and taking telephone calls and arranging for other colleagues to deal with urgent matters.
  • As required by management sending statements of outstanding invoices to clients
  • Maintaining administration records/files re indemnity insurance, keyman insurance etc.
  • Primary responsibility for receiving and passing on emails received.
  • The Executive Legal PA will liase with suppliers including cleaner, photocopier engineer.
  • Archiving fee earners' files.
  • Together with another PA keeping list of documents held in strong room up to date on Excel spreadsheet.
  • Sharing responsibility with other support staff for general office housekeeping tasks, including shredding, ensuring office is kept tidy, purchase of office supplies (e.g. milk, tea and coffee), taking home tea towels for washing, filling and emptying dishwasher.
  • Keeping a log of everyone's passwords for computers/printers.
  • When required, organising lunches and events, including ordering of food and beverages.Tidying up after event.
  • Updating precedent documents on case management system

INCOMING AND OUTGOING POST/DX

  • The Executive Legal PA will arrange for cheques relating to the managements matters received in the post/DX to be recorded in the cheques register book.
  • Sharing responsibility for taking post across to sorting office ( 5 min walk), ensuring appropriate postage is used, often using Special Delivery.

FINANCIAL

  • Together with another PA, arranging for banking of cheques within 2 days of receipt.
  • Together with another PA making sure sufficient petty cash is held and arranging for petty cash to be drawn from the bank as necessary.
  • As required by a director, arranging for supplier invoices to be settled by BACS after approval by a director.
  • Filing of all banking and financial records as checked by the management.
  • Together with another PA, posting of incoming credits, transfers and debits on client account on a daily basis and updating Excel spreadsheet accordingly.
  • The Executive Legal PA will generate invoices via case management system, sending to clients by e-mail or post and adding to Excel spreadsheet and filing as appropriate. Ensuring all disbursements are picked up on the invoice.

PERSON SPECIFICATION

  • A minimum of 3 years Secretarial experience
  • You MUST be a proficient audio typist
  • Excellent telephone manner - confident and friendly
  • Proficient in use of Microsoft Windows, Word, Outlook, Powerpoint and Excel
  • Excellent standard of written English, including spelling and grammar
  • Numerate
  • Willing to learn the practice management system (full training will be given)
  • Willing and able to provide an excellent standard of service to our clients
  • Good team worker
  • Enthusiastic and willing to share in all aspects of office life
  • Flexible to undertake jobs which need to be done and to assist colleagues when their own workload permits