Personal Assistant

1 month ago

Northwich, United Kingdom Poole Alcock LLP Full time

**Nature & Scope**

To provide support to two of the partners within our family and divorce law team to enable them to deal with clients efficiently and effectively. Delivers high level of customer service to clients. Projects a professional image to visitors and telephone callers at all times by greeting, welcoming, and directing them appropriately. Works collaboratively with colleagues.

**Key Competencies**
- A warm and friendly personality
- Committed to the role and a career within the firm
- Reliable
- Excellent organisational skills including secretarial skills
- Ability to multi-task and to organise a busy personal workload
- Ability to work effectively with others in scheduling and managing workload
- Attention to detail
- Experience handling confidential materials in a sensitive and professional manner
- Excellent communication skills both written and oral
- Ability to work on own initiative
- Able to organise meetings and manage diaries effectively
- Able to screen calls, enquiries and requests appropriately
- Deal with external organisations effectively both written and oral
- Excellent IT skills

**Key Accountabilities**
- To provide general administrative support to colleagues where directed by line manager
- To prepare correspondence and documents as directed by line manager by audio typing and copy work
- To organise post and ensure this is signed by line manager (or as otherwise directed) and ready to be dispatched at the end of each day
- To manage the electronic diaries and those of fee earners within the department as directed by line manager, and to ensure that the partners and fee earners are aware of upcoming tasks/appointments
- To manage incoming post and filing (hard copy and electronically) as directed by line manager, including scanning and time recording where appropriate
- To manage files so that documents are readily accessible
- To ensure that confidential information is not passed on to third parties without permission from line manager
- To ensure that the relevant case management systems used are updated promptly and accurately.
- To ensure that client files, both paper and electronic are organised and stored correctly and securely.
- To handle information in a manner consistent with the firm’s policies relating to data protection and information security
- To assist fee earners (and secretaries) in managing their workload and to constantly improve the way we work.
- To organise meetings as directed by Head of Department and Fee Earners, and to prepare the room in advance if required and tidy up afterwards
- To liaise with clients and third parties on behalf of the Head of Department
- Deal with client enquiries as effectively as possible in the absence of the Head of Department

**Handling inbound telephone calls**
- To ensure that calls are answered promptly (preferably within three rings) and professionally
- To deal with enquiries effectively and where necessary, in the absence of the fee earner
- To take accurate messages and pass them on to the correct recipient in a timely manner
- To promptly direct callers to the appropriate member of staff if they are not the intended recipient
- To co-ordinate a high volume of calls during peak periods, prioritising work and situations

**Greeting visitors**
- To greet visitors efficiently, and in a positive, professional and friendly manner
- To project a positive and professional image to visitors to the office, including personal presentation
- To make visitors feel welcome

**Collaborative working**
- To maintain good working relationships with colleagues
- To use Departmental and office directory to ensure efficient transfer of calls, both internally and to all other office locations
- To backfill other administrative functions within the office as required. For example, providing cover for reception

**Safety awareness**
- To monitor visitor access and maintain security awareness, following appropriate policies and procedures
- To ensure that their working environment is safe and clean and to eliminate potential slip and trip hazards
- To report any potential safety hazards to line manager

To ensure that files are kept out of public view (i.e. not left in reception or other client areas)

**Package**
- Competitive salary
- 23 days per annum annual leave plus statutory bank holidays. Additionally, the firm ordinarily closes between Christmas and New Year albeit the firm reserves the unfettered right to withdraw this additional leave as required by business needs. You will also get an extra day’s holiday for your birthday
- Entitlement to join the company pension scheme.
- Entitlement to participate in the firm’s cash healthcare scheme.
- Staff Incentive Scheme.
- The role will be based at our Northwich office in Cheshire but there will be a contractual requirement to work at any of our Cheshire offices.
- Although this role is advertised as a full time position the firm will, upon request, consider whether the role c

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