Dispute Resolution Personal Assistant (9 month FTC)

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Title:

Personal Assistant (9 month FTC)

Hours:

9.30 am to 5.30 pm, and as required

Working week:

Monday - Friday

Department:

Dispute Resolution Department

Purpose of job:

To provide the first and main point of contact for fee earners to help them do their work efficiently and well.  PAs will use their experience, interpersonal skills and judgement to ensure the successful completion of work, including organising and co-ordinating the relevant tasks between the Document Production Specialist (DPS) and Admin Assistant (AA) teams and working closely with the Office Services and Front of House teams as required.

Day to day duties:

  • Co-ordination of all tasks, delegating to the DPS and AA teams as required
  • Typing short or urgent correspondence as and when required
  • Producing documents which are too confidential and sensitive to be produced by DPS team
  • Proactive diary management looking ahead at fee earner diaries to remind them of diary commitments
  • Arranging internal and external meetings and conference calls
  • Attending meetings to take minutes as required
  • Booking training and courses and organising travel bookings
  • Providing pro-active client liaison including taking messages and passing on the information
  • Dealing with new client enquiries made by phone and email
  • Helping fee earners to manage their email inbox
  • Escalating any issues or concerns to Team Leader or the SSM so that a resolution can be found in a timely manner

File/Matter Management duties:

  • Assisting with file opening by carrying out conflict checks 
  • Producing draft engagement letters, terms of business, funding agreements, cancellation notices as required for fee earners to review and approve
  • Monitoring new matters to ensure all of the necessary information and documents have been received
  • Managing matters in MatterSphere
  • Obtaining up-to-date counsel/expert/other third party fee note(s)
  • Obtaining transcripts and documents from the Court
  • 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
  • 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
  • Time recording for fee earners when on leave

Marketing/BD duties:

  • Organising, supporting and preparing for all marketing activities
  • Updating the CRM database
  • Working with fee earners to prepare tender documents (whilst delegating the majority of document production to the DPS team)

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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