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Our client is looking for a Legal PA within their family law team in Aberdeen
Client Details
A leader in their field
Description
- Diary management - makes and amends appointments, arranges meeting rooms, tracks responses and organises refreshments if required.
- Responsible for taking new client queries (including relevant details of the background to the query).
- Anticipate requirements for meetings i.e. organise papers, produce itinerary, directions, backgrounds/profile information.
- Proactive e-mail management - ensures documentation copied to client folder (as required), flags important emails and ensure dealt with, checking lawyer inbox when out of office/in meetings and actions important/urgent emails where appropriate
- Scan mail save to the document management system ('DMS') in the relevant folder, organise and prepare necessary responses for lawyers and paralegals.
- Prioritise and manage multiple projects and follow through on issues in a timely manner.
- Responsible for maintaining practice area organisation during times of holidays/absences for lawyers and paralegals- checking for important mail/voicemail/emails and responding if necessary or passing to another lawyer or paralegal.
- Responsible for ensuring all BigHand and non-BigHand work is complete within required timescales for lawyers and paralegals
- Responsible for inputting data into case management system.
- Maintain intimate knowledge of current affairs in office and able to deal with clients and third parties on a day-to-day basis via e-mail, phone or in person, ensuring that accurate messages are communicated and dealt with professionally and proactively.
- Update contacts and distribution lists in Outlook.
- Proficient in the preparation of Excel spreadsheets.
- Responsible for drafting letters of engagement.
- Organises expense claim forms and collate necessary receipts.
- Pay invoices in compliance with office internal procedures. Follow up process with relevant practice area through to completion ensuring completing appropriate cash form as required.
- Assist with billing, attend team/billing meetings, prepare bill and narratives for lawyers to sign off on and send to appropriate biller for finalising.
- Organise transfer of time from lawyer's suspense account to relevant matter number.
- Assist with case management.
- Assist in collating trust bibles.
- Assist in populating and updating internal systems and databases to enable information to be pulled from these databases when necessary.
- Responsible for sharing appropriate documents within the team - ensuring that all presentations are listed on a central database and all templates are available to all members of /practice area
- Undertaking some specialist duties e.g., finance, marketing/business development.
- Complete mail merges when required.
- Implementing standardised system in respect of saving documents saved to DMS.
- File documents in appropriate location both electronically and in hard copy, and organises opening and closing of files and papers when necessary.
- Sourcing travel and accommodation, organising all aspects of travel and anticipating important information and documents that fee earners may need whilst travelling, i.e., timetables, distances, etc.
Profile
- Excellent organisational skills
- Ability to multi task and prioritise
- Proficient in the use of Microsoft applications:
- Word - track changes/mail merge
- Outlook - diary management, contacts, tasks
- Excel
- PowerPoint
- Willingness to enhance IT literacy through training
- Experience of Adarent (preferred but not essential)
- Experience of DMS (preferred but not essential)
- Experience of BigHand (preferred but not essential)
- Accurate and competent in document production including formatting and presentation
Job Offer
A competitive salary and excellent benefits
