Nature & Scope
We are seeking experienced, proactive, and detail-oriented Family Personal Assistants/Legal Secretaries with audio typing skills to join our Family Law team.
The positions will be based out of Poole Alcock's Northwich office and the Sandbach office.
The successful candidate will provide essential administrative and secretarial support to our family law solicitors and clients, with a focus on audio typing and legal documentation.
The successful candidate will deliver high level of customer service to clients. Project a professional image to visitors and telephone callers at all times by greeting, welcoming, and directing them appropriately. Works collaboratively with colleagues in the Department and importantly provide outstanding and unwavering support.
This role requires a proactive and organised individual who can manage a variety of tasks, ensuring the smooth handling of sensitive family matters and supporting our family department in delivering an outstanding service to our clients.
Key Competencies
* A warm and friendly personality
* Committed to the role and a career within the firm
* Reliable
* Excellent organisational skills including secretarial skills
* Ability to multi-task and to organise a busy personal workload
* Ability to work effectively with others in scheduling and managing workload
* Attention to detail
* Experience handling confidential materials in a sensitive and professional manner
* Excellent communication skills both written and oral
* Ability to work on own initiative
* Able to organise meetings and manage diaries effectively
* Able to screen calls, enquiries and requests appropriately
* Deal with external organisations effectively both written and oral
* Excellent IT skills
Key Accountabilities
Administration / Secretarial work
* To provide general administrative support to colleagues where directed by the partners
* To prepare correspondence and documents as directed by line manager by audio typing and copy work
* To organise post and ensure this is signed by fee earner (or as otherwise directed) and ready to be dispatched at the end of each day
*To manage the electronic diary of fee earners as directed by line manager, and to ensure that fee earners are aware of upcoming tasks/appointments
* To manage incoming post and filing (hard copy and electronically) as directed by line manager, including scanning and time recording where appropriate
*To manage files so that documents are readily accessible
* To ensure that confidential information is not passed on to third parties without permission from line manager
* To ensure that the relevant case management systems used are updated promptly and accurately.
* To ensure that client files, both paper and electronic are organised and stored correctly and securely.
* To handle information in a manner consistent with the firm’s policies relating to data protection and information security
* To organise meetings as directed by the partners, and to prepare the room in advance if required and tidy up afterwards
* To screen calls, emails and letters received
* To liaise with clients and third parties on behalf of the partners
* Deal with client enquiries as effectively as possible in the absence of the partners
Handling inbound telephone calls
* To ensure that calls are answered promptly (preferably within three rings) and professionally
* To deal with enquiries effectively and where necessary, in the absence of the fee earner
* To take accurate messages and pass them on to the correct recipient in a timely manner
* To promptly direct callers to the appropriate member of staff if they are not the intended recipient
* To co-ordinate a high volume of calls during peak periods, prioritising work and situations
Greeting visitors
* To greet visitors efficiently, and in a positive, professional and friendly manner ·
* To project a positive and professional image to visitors to the office, including personal presentation
* To make visitors feel welcome
Collaborative working
* To maintain good working relationships with colleagues
* To use Departmental and office directory to ensure efficient transfer of calls, both internally and to all other office locations
* To backfill other administrative functions within the office as required. For example, providing cover for reception
Safety awareness
* To monitor visitor access and maintain security awareness, following appropriate policies and procedures
* To ensure that their working environment is safe and clean and to eliminate potential slip and trip hazards
* To report any potential safety hazards to line manager
* To ensure that files are kept out of public view (i.e. not left in reception or other client areas)
Package
* Competitive salary
* 20 days per annum annual leave plus statutory bank holidays. Additionally, the firm ordinarily closes between Christmas and New Year albeit the firm reserves the unfettered right to withdraw this additional leave as required by business needs. You will also get an extra day's holiday for your birthday and length of service.
* Entitlement to join the company pension scheme
* Entitlement to participate in the firm's cash healthcare scheme
* Enhanced maternity pay (subject to conditions)
Other candidate information
* Although this role is advertised as a full time position the firm will, upon request, consider whether the role can be conducted on a part time or shared basis.
* Any offer is conditional upon receipt of a satisfactory reference, a basic DBS check, Social Media Check, Employee Credit Check, Sanctions Check and a check with our Regulatory Body
* Poole Alcock is an equal opportunities employer and intends to treat everyone equally regardless of disability, race, sexual orientation, age or marital status.