Legal Personal Assistant

Legal PA (Private Client Team)Leatherhead, Surrey (KT22)£28,000 - 32,500 Full time permanent salary.  (DOE)

The prime role of the PA is to provide direct support to the Fee Earners in the Private Client team in Leatherhead to enable them to operate at optimum efficiency.  This will include but will not be limited to the main responsibilities given below.  The PA is expected to use a high degree of self management and initiative.To provide a quality service in the provision of wills, power of attorney, trust, probate and tax advice services to clients and other Departments.Key tasks, duties and quality standards. 

• To work for a team of four Private Client solicitors/fee earners in conjunction with two other part-time secretaries.
• Prepare correspondence and documents through audio-typing and word processing.
• Administer filing which will include daily filing and the opening, closing, storage and retrieval of client files in accordance with the detailed procedures contained in the office manual.
• Prepare mail and enclosures for dispatch.
• Arrange for all copying to be done, in person if an Office Assistant is not available to undertake the task.
• Make appointments, arrange meetings and to maintain an up to date diary for his/her fee earners.
• Prepare the conference room for meetings as necessary and for the tidying and clearance of the room at the end of the meeting.
• Provide refreshments when asked to do so.
• Provide support to other secretaries as required.
• Provide guidance to junior and temporary secretaries when required to do so.
• Attend clients both in person and on the telephone and to provide such support in a professional and friendly manner in keeping with the firm’s standards for client care.
• Undertake any specific training when required to do so and overall to have a responsibility towards self-development.
• Ensure the confidentiality of all the Firm’s and clients’ documentation and information.
• Undertake on-line form filling requirements
• Operate the firm’s case management system
• Maintain or improve on the current standards of document presentation
• Consider improvements to the efficiency of the department.
• Undertake other duties as from time to time required

Essential personal qualities and attributes/skills, knowledge and abilities

• Substantial previous legal secretarial experience including at least 2 years’ experience in the specialist area
• Advanced IT skills in relevant packages
• Keeps up with fee earner’s work production
• High accuracy levels
• Communicates professionally with clients both on the telephone and personally
• Provides good customer care
• Demonstrates a pro-active approach to work and clients
• Progresses client matters without supervision and in the absence of fee-earners
• Takes on other tasks
• Demonstrates ability and willingness to:
  • work to deadlines
  • to cope under pressure
  • use initiative
  • prioritise work-loads effectively
  • work as part of a team
• Demonstrates clear commitment to the firm and a genuine interest in legal work
• Has a good attendance record year on year
• Demonstrates a positive attitude.

Desirable skills, knowledge and abilities

• Prior knowledge of Practice Evolve, Aim/AXXIA or other case management systems
• Knowledge of law/legal practice
• Prior knowledge of Isokon probate software is desirable but not essential

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