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Job Title: PA
Reporting to: Appropriate Fee Earner/s and Divisional Coordinator
Main objective: To provide effective and efficient PA and secretarial support to primary fee earner together with secretarial support to other additional fee earners where allocated
Main duties: To accurately undertake the production of correspondence and appropriate documentation (including any related matter ie mailslips, forms, couriers etc)
To draft correspondence on behalf of fee earner
Check in with each F-E in the morning and later in the afternoon (and otherwise as necessary) to proactively offer support;
Review F-Es' diaries throughout the day and deal with any diary clashes as they arise by speaking to the F-E and then liaising with those looking for meetings; agree ground rules for diary management e.g. breaks between meetings;
To use winscribe to its fullest advantage and maintain reliable service to fee earner
To create/amend large document work using track changes etc
To arrange travel and interties for fee earner as required
Insert F-Es' travel arrangements and holiday arrangements in relevant calendars;
To compile PowerPoint presentations and excel spread sheets as required
To compile an accurate note of minutes from meetings as required
To proof read documents to ensure accuracy is maintained
To liaise where necessary with WP in the production of WP documents, keeping fee earner advised of progress
To liaise/coordinate fee earner's diary (checking weekly, monthly and annual commitments in advance) and responding to enquiries relating to availability
To respond to invites as required
To utilise online facilities to organise and communicate meeting arrangements
To identify, liaise and provide support in connection with procuring of IT assistance, equipment or presentation documentation for any meeting
To liaise and proactively act on behalf of fee earner with any member of staff or external client
To proactively identify and plan fee earner's travel and hotel requirements
To work to stated deadlines and adjust priorities to accommodate changing needs
To update all fee earner contacts (including CMS/Marketing database) ensuring details are correctly logged
To undertake ad hoc administration (i.e. team training) as required
Check FlowMatrix for each F-E daily (ensuring document naming protocols followed);
Manage team's paper storage - including indexing; local storage; off-site storage etc.
To understand and apply correct procedures for administration duties for fee earner
To utilise the firm's systems and procedures to fullest advantage
To communicate effectively with fee earner and/or line manager regarding workflow and ability to assist
To attend team meetings
To create and maintain effective working relationships with colleagues
To manage fee earners inbox/sent items as required
Agree protocol with F-E for saving e-mails and manage in-boxes
o Initial project to substantially reduce in-box sizes by deleting clearly irrelevant e-mails and internal e-mails; and ensuring that all others are saved; agree targets for each partner/consultant e.g. reduction of in-box size by 10,000 per month per F-E for next 3-4 months?
o Ensure e-mail attachments are saved to file
Review F-E inboxes regularly throughout the day picking up urgent queries where the F-E is in meetings or not available;
To undertake filing/scanning as required
To arrange and, as necessary, assist with photocopying/binding
To deal with clients and assist/redirect as required
Complete Client and Matter opening processes taking instructions verbally from F-Es as necessary.
Commence Matter Opening tracker to ensure LoEs issued and saved to file; conflict checks carried out and are clear - process to be consistent with new client/matter opening system
o Review e-mail inbox and sent items to finds e-mails relevant to new matters and save e-mails and documents to file from the period before the matter is opened, particularly the fee quote and scope; Fee Quotes should also separately be saved to the team fee quotes matter;
o Update budgets on system as fees agreed
Active Matter reviews with each F-E on a pre agreed basis (weekly or monthly) covering WIP and Aged Debt
Regular diarised requirements for, and then managing, internal reporting (e.g. managing regular PI emails and any client reports)
Completion of all required information for client fee portals (SP, Wheatley and others)
Closing files - Leading on inventories and storing documents with fee earner support & checking final signed documents are saved into E-Bible folder for the Matter and picking up with trainee/ fee earner to arrange for this to be completed if not.
To complete pre bills
Instigate regular billing for certain agreed clients;
Chase P/Os on a regular (weekly/fortnightly) basis for agreed clients e.g. Edinburgh Council; BAE etc.
To accurately update time recording records
To use the Skedda (room booking) system
To complete CMS reporting as required
To provide assistance through the firm as required
To actively seek training where any need is identified
Undertake any other reasonable duties as requested by the fee earner or line manager:-
Search is an equal opportunities recruiter and we welcome applications from all suitably skilled or qualified applicants, regardless of their race, sex, disability, religion/beliefs, sexual orientation or age.