Personal Assistant - Wilmslow, United Kingdom - Poole Alcock LLP

Poole Alcock LLP

Verified Company

Wilmslow, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Nature & Scope

Provides support to the Head of Department to enable them to deal with clients efficiently and effectively and to include effective management of the department.

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 to facilitate the smooth running of the Litigation Department.

This role reports to the Head of Department

Key Competentices

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

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 by Head of Department and Fee Earners, and to prepare the room in advance if required and tidy up afterwards
To provide administrative support to the Head of Department in relation to management tasks, to include but not limited to:

(a) Maintaining spreadsheets in relation to department's figures and forecasts

(b) To monitor and record data including:
a. Internal referrals to and from the department

b. Matters marked as high risk

c. Client feedback

d. Any other department KPI as directed by Head of Department

(c) To respond to client feedback as directed by Head of Department

(d) To be the initial point of contact for clients wishing to raise formal complaints with the Head of Litigation Department.

(e) To collate forecast and matter list data from fee earners on a monthly basis

(f) To assist with the allocation of matters referred to the department

(g) To produce data required by the Head of Department for inclusion in monthly Ops Board reports

(h) To assist with the monitoring of credit control

(i) To assist the Head of Department and HR manager in organising cover for fee earner and support staff absence

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 requ