Personal Assistant - Bath, United Kingdom - Williams Lea

Williams Lea
Williams Lea
Verified Company
Bath, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Description
Personal Assistant

  • Job title: Personal Assistant
  • Family
  • Location: Bath, BA1 1RG
  • Contract: Full Time, Permanent. Hybrid after successful probation.
  • Shifts: 37.5 hours per week, Monday
  • Friday, 9am5:30pm with 1 hour unpaid break
  • Williams Lea seeks an experienced Personal Assistant to join our team However if you have experience as an Administrator, Secretary or Legal Administrator get in touch.
  • Williams Lea is the leading global provider of skilled businesscritical support services to financial, legal and professional services firms.
  • Built on a strong heritage, great client relationships and a talented team, Williams Lea is the trusted global outsourcing provider to clients in highly regulated environments.
  • Williams Lea serves clients in 20 countries across four continents and has 7,000 employees worldwide.
  • Purpose of role
  • The role of the Personal Assistant is to provide enhanced, proactive support to fee earners to enable them to operate efficiently. The support provided needs to be a seamless legal service to clients. The Personal Assistant role is expected to use a high degree of selfmanagement and initiative and to maintain a high level of confidentiality.
  • The Personal Assistant will act as workflow manager for other support services. This includes delegating and supervising the completion of document production, file management and copying/scanning work which are primarily undertaken by other relevant business support services.
  • Key responsibilities
  • Proactively managing complex diaries for both partners and fee earners
  • Answering telephone calls in a timely fashion, taking clear and detailed messages
  • Organising internal and external meetings, greeting visitors and arranging client refreshments
  • Assisting fee earners in the billing and credit control process. Generating accurate billing reports, draft bills, and accompanying letters in a timely manner
  • Assisting fee earners with finance tasks, namely requesting cheques, CHAPS/BACS payments, bank transfers and paying in money received, as appropriate
  • Maintaining up to date client records on the firm's client relationship management tool, including client contact details, client specific requests in relation to billing and bill formats, details of other parties etc in line with the firm's policy and processes
  • Coordinating fee earner movements and making travel arrangements
  • Managing the client and matter inception process ensuring files are opened in a timely manner in accordance with the firm's policies
  • Managing the process of submitting partner/fee earners expenses in a timely manner
  • Coordinating the completion of document production (including digital dictations/manuscript amendments), efiling and file management, photocopying and scanning services, organising couriers, sending out of letters/faxes etc
  • Undertaking any departmental specific tasks (e.g. working with Bundledocs, Land Registry portal, Searchflow etc)
  • Adhering to and participating in the AML processes as per the firm's protocol
  • Demonstrating flexibility with working practices/processes in line with the business need, especially in times of pressure/ high workload
  • Assisting other members of the department, both proactively and at the request of the team leader and work effectively with other legal and support departments as required
  • Personal attributes
  • Exceptional standard of written and verbal communication
  • Proficient multitasker
  • Competent with the Microsoft Office suite
  • Team player
  • Excellent interpersonal skills
  • Solutions focused
  • Have a high level of confidentiality and integrity
  • Exceptional attention to detail
  • REWARDS & BENEFITS
  • We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your wellbeing, we offer a comprehensive benefits package, including but not limited to:
  • 25 days holiday plus bank holidays
  • Salary sacrifice schemes, retail vouchers including our TechScheme which can be used on a range of gadgets such as Smart TV's, laptops and computers or household appliances.
  • Life Assurance
  • Private Medical Insurance
  • Dental Insurance
  • Health Assessments
  • Cycletowork scheme
  • Gym memberships


  • Referral Scheme

  • You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects
  • EQUALITY & DIVERSITY
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