Float PA

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Title:

Float PA 

Hours:

9.30 am to 5.30 pm

Working week:

Monday - Friday

Department:

Secretarial Services

Purpose of job:

To provide PA and DPS cover to all Practice Areas in the absence of personal assistants and document production specialists or during periods of high workload, as requested and allocated by the DPS & Float Team Leader or the Secretarial Services Manager.

 

Personal Assistant day to day duties:

  • Coordination of tasks, delegating to DPs and AA teams ensuring the completed task is checked and ready to return to the fee earner
  • Typing short or urgent correspondence as and when required 
  • Proactive diary management, ensuring fee earners have all supporting paperwork and information for each meeting or appointment
  • Arranging internal and external meetings and conference calls, taking minutes as required
  • Booking training and courses
  • Organising and arranging travel bookings in conjunction with the Marketing team
  • Providing pro-active client liaison including taking messages, passing on the information as appropriate 
  • Dealing with new client enquiries made by phone and email and passing on the information obtained for consideration by relevant fee earner 
  • Helping fee earners to manage their email inbox 

Personal Assistant File/Matter duties:

  • Assisting with file opening by carrying out conflict checks under supervision and as directed by the fee earner
  • Producing draft engagement letters, terms of business, funding agreements, cancellation notices as required for fee earners to review and approve
  • Managing matters in MatterSphere, including naming, saving and filing documents and correspondence
  • Undertaking file closure, including ensuring the file is properly prepared for archive and later destruction

Finance and Billing duties:

  • Assisting fee earners with billing procedures including: a review of pre-bills and making amendments as required; preparing final bills and covering letters; processing write-offs and reversals/credit notes as instructed by fee earners
  • Assisting fee earners to manage client accounts as directed by the fee earner
  • Completing of disbursement forms and confirming that they are on the system 
  • Supporting fee earners in the chasing of debts as requested
  • Chasing fee earners for unposted time
  • Time recording for fee earners when on leave

Marketing/BD duties:

  • Organising, supporting and preparing for all marketing activities, such as events, seminars and Chambers submissions
  • Updating the CRM database 
  • Working with fee earners to prepare tender documents

Document Production Specialist duties:

  • Producing and amending all documents from a variety of sources in accordance with house style
  • Quality checking, formatting and proof-reading documents to ensure that completed documents are delivered accurately and to the required standard
  • Working collaboratively with others in the DPS team to ensure the team provides and excellent, consistent service to the Firm
  • Working collaboratively with PAs and Administrative Assistants (AAs) to ensure successful completion of tasks
  • Sharing knowledge and expertise within the DPS team and PAs as appropriate.

To apply for this role, please complete the online application form.
For further information about this position please contact, in confidence, Natalie Slater (Recruitment Manager) at nslater@kingsleynapley.co.uk

No agencies please

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enquiries@kingsleynapley.co.uk

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