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Personal Assistant - Nottinghamshire

PA & Secretarial
Ref: 521 Date Posted: Thursday 11 Oct 2018
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PERSONAL ASSISTANT ROLE DESCRIPTION

 

Our client is a top national law firm offering a unique collection of specialisms across the commercial, public, health and insurance sectors. They have offices throughout the UK and are committed to being a quality, relationship-led business.

 

Purpose of the role

 

To provide proactive, high level PA support to the firm’s legal departments, reducing administration and enabling them to deliver high quality legal services to our clients.

 

Responsibilities

 

  • First point of contact for client and third party telephone calls, dealing with queries where able and acting on initiative to provide exceptional client service
  • Producing, updating and communicating rota arrangements for client call lines
  • Diary management – gatekeeper to allocated diaries, arranging meetings, scheduling team meetings/reviews, organising appointments to reflect changing availability, making quick decisions on behalf of others, ensuring diaries are up to date and accurate and anticipating requirements e.g. associated travel bookings, meeting rooms, drafting agendas and preparing and circulating papers
  • Travel management – organising all local, national and where necessary international travel, understanding individuals’ personal preferences, booking all travel and accommodation, producing concise itineraries and ensuring individuals are organised for all travel arrangements e.g. booking confirmations, visa, currency
  • Email management – managing designated mailboxes throughout the day, working unsupervised and using initiative where appropriate to action emails and reduce administration, proactively responding to and rafting responses on behalf of others, prioritising emails, collating necessary paperwork and e-filing
  • Attending internal/external meetings where appropriate and taking accurate minutes, following up designated actions to ensure completion ahead of the next meeting
  • Assisting in the organisation of events, seminars and conferences – playing a key role in organizing both internal and external events, arranging dates and venues, liaising with key contacts, ensuring all required details are obtained and provided, bookings are made and confirmed, all paperwork is prepared and collated and attendance as appropriate
  • Preparing and collating internal sector newsletters and briefings
  • Completion of complex billing; ensuring it’s undertaken in accordance with the contractual requirements
  • Expenses – proactively managing others’ expenses, ensuring all claims comply with the firm’s expenses policy, staying alerted to activities which are likely to incur expenses and anticipating where prior authorisation may be required
  • Reviewing and updating timesheets - ensuring sufficient time has been recorded, transferred to new client/matter numbers and missing timesheets completed
  • Supporting the co-ordination of the WIP certification process
  • Taking ownership for the upkeep and maintenance of Interaction - adding new prospects, clients and contacts, activities and business development information
  • Updating profiles on the firm’s intranet and liaising with marketing to ensure external profiles are maintained
  • Maintaining LinkedIn profile, updating connections and adding new activity
  • Assisting in the tender process – liaising with Business Development, collating outstanding information, assisting with draft submissions, finalising submissions and arranging presentation rehearsals
  • Working unsupervised to draft and produce routine correspondence and documents, proactively responding to and drafting responses on behalf of others
  • Production of confidential correspondence/documentation upon instruction
  • Review of correspondence and documentation produced by shared services/speech recognition to ensure the content is accurate and formatted correctly before being made available to the author for approval and completion of all associated tasks
  • Receiving instructions via digital dictation for tasks and acting upon the same
  • Day to day supervision of Administration Assistant tasks to include delegation, prioritising workload, providing guidance and sharing knowledge
  • Travel to other offices as and when required
  • Any other duties as required, commensurate with the level of the post

 

Technical skills

 

  • Excellent knowledge of Word, Excel, Powerpoint and Outlook
  • An aptitude for producing documents and client communications of the highest standard

 

Person specification

 

You would be expected to have the following skills and experience:

 

  • Excellent diary management and organisational skills with the ability to use initiative and anticipate needs
  • Exceptional attention to detail, ensuring accuracy in all client communications and deliverables
  • An effective communicator with the ability to establish and build client relationships; striving to provide exceptional service at all times
  • Effective at investigating issues and seeing a problem through to conclusion
  • Conscientious, taking personal responsibility for own work and accountability for its delivery and quality
  • Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges
  • Positive can do attitude with the ability to adapt to change
  • Confidential and discreet but able to redirect information when appropriate to ensure areas of concern are resolved effectively

 

Compliance

 

  • You will be expected to be familiar and compliant with the full range of regulatory policies and procedures including: equal opportunity and diversity, data protection and confidentiality/security, anti-bribery and anti-money laundering etc.
  • You will also be required to undertake mandatory compliance training as required

 

 

 

 

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