PA / Secretary

  • Permanent
  • West Midlands, Solihull
  • £20K to £22K + Company Benefits

Summary Information

Job ID: 267

Salary: £20K to £22K + Company Benefits 

Contract type: Permanent

Location: West Midlands, Solihull

Job Description

Job Purpose

To provide a full personal assistant / secretarial service to the Probate Department

Main Duties and Responsibilities

Area of Work

Responsibility

Result Required

 

Organisation

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.

 

Secretarial

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.

Efficient Service.

 

 

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.

 

General

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

Attribute

Important

Desirable

 

Physical Characteristics

General Level of Fitness

Appearance

Professional appearance.

 

 

 
 

Education/Qualification

 

 

 

  General Education

Secondary standard of education and high standard of English.

 

 

  Professional          

  Qualifications

 

ILEX or equivalent legal secretarial qualification.

 

  Qualifications/Training

  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.

 

Knowledge

 

 

 

Knowledge required

e.g. systems,  procedures, techniques, etc

Administrative procedures

Office procedures

Be fully conversant with MS Word/Excel/Office

 

Experience

 

 

 

  Amount and type

  e.g. supervision,  

  management or specific

  area, etc

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.

 

Skills

 

 

 

  Specific skills

  e.g. programming, systems

  support, admin, 

  communication, etc

Organisational Skills

Good communication and interpersonal skills

Administrative / secretarial skills

Able to time manage both yourself and the fee earner.

 

Disposition

 

 

 

  Type of disposition

   e.g. dealing with pressure,

  influencing, leading, self

  reliance, etc

Organised

Assertive

Self reliant

Friendly

Ability to maintain strict confidentiality.

Non Judgmental

 

General

Able to work additional hours as necessary.

 

 

 

     

 

Summary

  • Administration & Support Services
  • £20K to £22K + Company Benefits
  • West Midlands, Solihull

Contact Us

  • Phone: 01543 224424
  • Email: info@employveterans.co.uk

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