Personal Assistant

Personal Assistant

Job title: Personal Assistant

Location: Bath, BA1 1RG

Contract: Full Time, Permanent.

Shifts: 37.5 hours per week, Monday – Friday, 9.00am-5:30pm with 1 hour unpaid break

Williams Lea seeks a Personal Assistant to join our team in a leading law firm!

Williams Lea is the leading global provider of skilled business-critical 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

This role is to provide enhanced, proactive support to a team of fee earners who work within Stone Kings International Cross Border team. The PA will enable them to operate in an efficient manner. The support provided needs to be seamless and of a high standard. The individual is expected to use a high degree of self-management and initiative and can 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.

The International Cross Border team is part of a Private Client Practice Group. It us one of only a few teams nationwide that is dedicated to nothing but international succession, cross-border planning and overseas probate work including advice to individuals, Charity legacy advice and consultancy services to other law firms.

In line with policies and procedures, key responsibilities include but are not limited to:

• 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
• Liaising with clients via email, telephone and in person and acting as a point of contact in keeping with the firm’s standards for client care
• 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
• Ensuring accurate and timely use of client relationship management tool to facilitate matter opening, maintenance, closure and archiving
• 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
• Co- 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
• Co-ordinating the completion of document production (including digital dictations/manuscript amendments), e-filing and file management, photocopying and scanning services, organising couriers, sending out of letters/faxes etc
• Managing the production of official documents including bundles, court papers, powers of attorney, wills and relevant documents
• Actively participating in all relevant training
• 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
• Any other relevant duties as reasonably requested by the fee earners or your line manager

Key Competencies

• Office based
• Exceptional standard of written and verbal communication
• Proficient multi-tasker
• Competent with the Microsoft Office suite and all forms of technology
• 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 well-being, 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
• Cycle-to-work 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

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at careersatWL@williamslea.com.