Job Role: Legal PA

Location: UK - London

Key Requirements of the role:

The primary role of a Legal PA to provide timely and efficient PA/secretarial support services to fee earners enabling a fast and effective service to clients and this includes but is not limited to the main responsibilities listed below.

In addition, a high degree of self-management and initiative is expected for this role.

Required Qualifications, Skills and Experience

The successful candidate will have:

Experience

• Previous experience working as a legal PA/secretary working in a law firm or other professional practice.
• Ideally have experience of billing within a law firm.
• A high level of IT proficiency with fast and accurate word processing and audio-typing skills.
• Professional telephone manner and the ability to accurately record and pass on messages.
• Sound technical skills in the following areas: Microsoft Office IT skills – Word, Excel, PowerPoint and Outlook.
• Proven experience of using a Client Relationship Management system.

Skills

• Be able to work in a busy open plan environment, sharing responsibilities with others, as well as working on their own.
• Excellent diary management, organisation and prioritisation skills.
• Be flexible and adaptable to deal with the ever-changing demands of a professional office environment.
• Good prioritising and organisational skills.
• Excellent verbal and written communication skills.

Main Responsibilities

Correspondence and Documents

The ideal candidate will be responsible for:

• Producing and proofreading all correspondence and documents, ensuring typing and grammatical errors have been corrected and enclosures are correctly attached to the letters before passing to a fee-earner for checking and signing.
• Dealing with e-mails received/sent to/from the fee earners in their absence by filing into the relevant electronic file.

Filing

The ideal candidate will be responsible for:

• File management responsibilities - opening and closing files including ensuring electronic filing systems are maintained accurately and up to date.
• Ensuring that any drafts of pleadings etc are filed correctly on the electronic file (and paper file) and organising files in the correct manner e.g. pleadings files.
• If working for a Partner being responsible for attending WIP meetings, raising bills, ensuring issued bills are sent out within the requisite timeframe.

Archiving

The ideal candidate will be responsible for:

• Ensuring that when a matter is to be closed and ready to be sent off-site, any account balances are clear and if there are outstanding time and/or disbursements, giving Accounts instructions as to whether these should be written off or a final bill drafted.
• Ensuring that original documents are returned to the Client and that any hardcopy documents are passed to the archivist, and that electronic files are archived.

Diary

The ideal candidate will be responsible for:

• Keeping the fee-earner’s electronic diary, checking there is no conflict of appointments and making sure that the fee-earner is aware of their appointments for the day.

Travel

The ideal candidate will be responsible for:

• Liaising with the fee-earner re travel arrangements and then liaising with facilities to book tickets/hotel etc and produce an itinerary.

Meetings and Boardrooms

The ideal candidate will be responsible for:

• Arranging meetings for fee earners and confirming these arrangements in writing where necessary and booking boardrooms for meetings through the office’s Services (requesting refreshments and lunch if appropriate).Ensuring that a diary entry is put in the fee earner’s calendar.

General

The ideal candidate will be responsible for:

• Maintaining confidentiality in all the fee-earner's professional and private matters.
• Assisting with workload of PA team members within practice group and across the firm as required.
• Any additional ad hoc tasks as required.

In return, you will benefit from being part of an organisation that is genuinely committed to its people.

For further information on the role, please apply send your CV to HRDept@beale-law.com or if you want a confidential chat about the role, then feel free to call Jonathan Brett on 0203 053 3091.

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