Personal Assistant

6 months ago

Nantwich, United Kingdom Poole Alcock LLP Full time

**Nature & Scope**

This role reports to Sarah Jarrett, Partner

**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**

**Administration / Secretarial work**
- 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 of Head of Department, and fee earners as directed by line manager, and to ensure that Head of Department 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 and to prepare the room in advance if required and tidy up afterwards
- To provide administrative support in relation to management tasks, to include but not limited to:
(

**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

To provide administrative support to the MLRO and Head of Risk and Compliance for Real Estate, to include but not limited to:
(a) Maintain spreadsheets and other records in relation to AML to comply with the Money Laundering Regulations requirements for record keeping

(b) Carry out AML file reviews if required by line manager and report findings to the MLRO

(c) Collate a list of corrective actions from the monthly file reviews for review by the Head of Risk and Compliance for Real Estate

(d) Diarise and follow up corrective actions required in relation to the AML file reviews

(e) Ensure the AML high risk register is kept up to date and diarise to chase documents or information requested from the fee earners by the MLRO, informing the MLRO when those are received and ready for review by the MLRO

(f) Assist the line manager and HR manager in organising AML training sessions for fee earner and support staff.

(g) Assist the MLRO in recording AML training videos for fee earners and support staff

(i) Assist the MLRO in logging and organising AML queries from fee earners and support staff

(j) Monitoring and recording data including:

- Corrective actions on Lexcel file reviews
- Corrective actions on AML file reviews
- Feedback from the compliance team and other colleagues regarding the effectiveness of any systems used in electronically verifying ID and source of funds/wealth
- Any other AML or risk and compliance KPI as directed by the line manager

(k) Produce data required by the line manager for inclusion in reports to board or in response to enquiries from our regulator

(l) Collating information for quarterly AML staff updates

(m) Coding and uploading of precedents to the case management system as directed by the line manager
- To liaise with clients and third parties on behalf of the line manager
- Deal with client enquiries as effectively as possible in the absence of the line manager

**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 person

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