This position is an in office position. Due to the department’s continuing growth we are looking for a personal assistant who will be based from our Northwich office in Cheshire.
Nature & Scope
Provide support administration and organisation support to a Family Partner and her dedicated team to enable them to deal with clients efficiently and effectively. To deliver a 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. The successful candidate must also have strong audio typing skills to effectively assist with audio dictation to transcribe material set by the lawyers accurately and efficiently, work 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.
Responsibilities
Administration / Secretarial Work
1. To provide general administrative support to colleagues where directed by the partners
2. To prepare correspondence and documents as directed by line manager by audio typing and copy work
3. 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
4. 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
5. To manage incoming post and filing (hard copy and electronically) as directed by line manager, including scanning and time recording where appropriate
6. To manage files so that documents are readily accessible
7. To ensure that confidential information is not passed on to third parties without permission from line manager
8. To ensure that the relevant case management systems used are updated promptly and accurately
9. To ensure that client files, both paper and electronic are organised and stored correctly and securely
10. To handle information in a manner consistent with the firm’s policies relating to data protection and information security
11. To organise meetings as directed by the partners, and to prepare the room in advance if required and tidy up afterwards
12. To screen calls, emails and letters received
13. To liaise with clients and third parties on behalf of the partners
14. Deal with client enquiries as effectively as possible in the absence of the partners
Handling inbound telephone calls
1. To ensure that calls are answered promptly (preferably within three rings) and professionally
2. To deal with enquiries effectively and where necessary, in the absence of the fee earner
3. To take accurate messages and pass them on to the correct recipient in a timely manner
4. To promptly direct callers to the appropriate member of staff if they are not the intended recipient
5. To co-ordinate a high volume of calls during peak periods, prioritising work and situations
Greeting Visitors
1. To greet visitors efficiently, and in a positive, professional and friendly manner
2. To project a positive and professional image to visitors to the office, including personal presentation
3. To make visitors feel welcome
Collaborative working
1. To maintain good working relationships with colleagues
2. To use Departmental and office directory to ensure efficient transfer of calls, both internally and to all other office locations
3. To backfill other administrative functions within the office as required. For example, providing cover for reception
Safety Awareness
1. To monitor visitor access and maintain security awareness, following appropriate policies and procedures
2. To ensure that their working environment is safe and clean and to eliminate potential slip and trip hazards
3. To report any potential safety hazards to line manager
4. To ensure that files are kept out of public view (i.e. not left in reception or other client areas)
Experience
1. A warm and friendly personality
2. Committed to the role and a career within the firm
3. Reliable
4. Ability to multi-task and to organise a busy personal workload
5. Ability to work effectively with others in scheduling and managing workload
6. Experience handling confidential materials in a sensitive and professional manner
7. Excellent communication skills both written and oral
8. Ability to work on own initiative
9. Able to organise meetings and manage diaries effectively
10. Able to screen calls, enquiries and requests appropriately
11. Deal with external organisations effectively both written and oral
Benefits include:
1. From 20 days annual leave
2. Entitlement to join the company pension scheme
3. Entitlement to participate in the firm's cash healthcare scheme
4. Enhanced maternity package (subject to qualifying conditions)
How to apply
If you would like to apply for the above role, please download and complete both our application forms and separable monitoring form by clicking the buttons below.
Via our Contact Form
Please complete the below contact form and upload your CV, application form and separable monitoring form.
By email
Please email your CV, application form and separable monitoring form to careers@poolealcock.co.uk.
By post
Please send your CV, application form and separable monitoring form to Mrs Diane Powell, HR Manager, Poole Alcock LLP, The Dowery, 22 Barker Street, Nantwich, Cheshire, CW5 5TE.
All applications are to be sent to careers@poolealcock.co.uk for the attention of Partner, Marsha Pearson.
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