Job ID: 267
Salary: £20K to £22K + Company Benefits
Contract type: Permanent
Location: West Midlands, Solihull
To provide a full personal assistant / secretarial service to the Probate Department
Main Duties and Responsibilities
Area of Work
Assist with Partner’s electronic diary, making appointments and meetings on their behalf and undertaking telephone liaison as necessary.
Organise and prompt Partner regarding appointments, deadlines and follow-ups.
Answer the general day to day calls for the Birmingham Office generally and place call with the appropriate person.
Co-ordinated approach making the best value of the Partner’s time. Communicate with all relevant parties to ensure smooth running of meeting.
Aids efficient use of time.
Delivery of an effective and efficient communication route.
Organise, co-ordinate, arrange appointments for the Private Client Department
Deal with routine enquires and correspondence.
Ensure meeting rooms are booked and reserved for all meetings required by the Private Client Department
Efficient, accessible and effective service.
Undertake word processing from dictation and copy typing to produce letters, memos and reports.
Take and produce minutes of internal meetings as required.
Raise invoices and bills for the department and ensure time recording corresponds with the amount billed.
Field and filter call’s for the Partner, however ensure that messages are taken and relayed and ensure call backs are actioned.
Scan all daily post on the firms case management system to the relevant client matter.
Undertake general office duties such as photocopying, faxing, franking of post, sewing or binding of documents as required.
Accurate and timely production.
Accurately and concisely capturing the key decisions and actions of the meeting in agreed timescale.
Ensures all routine tasks are removed from the Partner.
Takes ownership of the call until answer given is placed with the appropriate individual.
Prompt distribution of relevant documents as required and ensures no delays dealing with correspondence.
Maintain electronic and manual filing system for fee earner.
Provide administration support in other areas that may be required during absences.
Up to date with easy retrieval.
Efficient and effective service to be maintained throughout the organisation.
Record and report any incident or complaint informing the Practice Manager or Senior Partner in the first instance.
Undertake any other duties and responsibilities commensurate with the level and responsibilities of the post.
Participate in statutory and other training and development opportunities.
Adhere to the Company's Equal Opportunities Policy.
To work in harmony with all other personnel and to communicate in an open and courteous manner with colleagues, clients and the general public.
Accurate Health and Safety records.
Delivery of maximum efficiency and effectiveness.
Maintenance of up to date skills and knowledge: commitment to lifelong learning.
Compliance to legislation and the Employment Law.
Promotion of a supportive and friendly working environment.
PERSON SPECIFICATION – Personal Assistant
General Level of Fitness
Secondary standard of education and high standard of English.
ILEX or equivalent legal secretarial qualification.
e.g. specific training
courses, driving licence
RSA 3 word processing or equivalent.
Computer literate with intermediate level of knowledge of MS office.
Must be able to use Excel for schedules
Shorthand 120 WPM
RSA 3 or equivalent.
Advanced knowledge of MS Office.
e.g. systems, procedures, techniques, etc
Be fully conversant with MS Word/Excel/Office
Amount and type
management or specific
At least 3 years experience in a secretarial capacity within a solicitors environment.
At least 3 years experience in a senior secretary / PA capacity within a solicitors environment.
e.g. programming, systems
Good communication and interpersonal skills
Administrative / secretarial skills
Able to time manage both yourself and the fee earner.
Type of disposition
e.g. dealing with pressure,
influencing, leading, self
Ability to maintain strict confidentiality.
Able to work additional hours as necessary.