Personal Assistant - Northwich, United Kingdom - Poole Alcock LLP

Poole Alcock LLP

Verified Company

Northwich, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

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 multitask 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 coordinate 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