Float PA

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Title:

Float PA 

Hours:

9.30 am to 5.30 pm, and as required 

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
  • 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
  • Organising and arranging travel bookings in conjunction with the Marketing team
  • Providing pro-active client liaison including taking messages, passing on the information and dealing with queries as appropriate 
  • Dealing with new client enquiries made by phone and email 
  • Checking voicemails and emails when fee earners are away from the office, ensuring urgent messages are redirected as appropriate
  • Helping fee earners to manage their email inbox 
  • Escalating any issues or concerns to Team Leader or the SSM 

Personal Assistant File/Matter 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 
  • Monitoring new matters to ensure all of the necessary information and documents have been  received
  • Managing matters in MatterSphere, including naming, saving and filing documents and correspondence
  • Obtaining up-to-date counsel/expert/other third party fee note(s)
  • Obtaining transcripts and documents from the Court
  • Undertaking file closure

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 
  • 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, such as events, seminars and Chambers submissions
  • Updating the CRM database 
  • Working with fee earners to prepare tender documents (whilst delegating the majority of document production to the DPS team)

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
  • Working collaboratively with others in the DPS team 
  • Working collaboratively with PAs and Administrative Assistants
  • Sharing knowledge and expertise within the DPS team and PAs

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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