Personal Assistant- Personal Injury

A Fantastic Opportunity for Progression!

We are looking for an enthusiastic, motivated and experienced Personal Assistant to assist our Personal Injury Team with their client's and generic administration.

In Chambers UK 2016, the company has twenty partners listed as 'Leaders in their Field'. They are a top tier firm in five practice areas and recommended in 16 other, in The Legal 500, 2015.

The ideal candidate will be motivated and computer literate. They must have a high level of communication skills and a keen eye to detail. It is important to be analytical and have problem solving abilities with a capability to learn. Ideally, you will have a desire to go above and beyond expectations using your own initiative, have a creative approach to problem solving, overcoming challenges, despite hurdles and resolve challenges consistent with the company's values and ways of working.

Within a supportive team you will be carrying out the following:

KEY RESPONSIBILITIES

• To be aware of the fee earners priorities which should be dealt with during the day and ensure that they are completed as far as possible.
• Maintain the fee earners' files, keeping filing up-to-date at all times in accordance with the firm's file management policies.
• Monitor the fee earners' 'pigeon holes' and clearing at regular intervals. Where possible, sort the material removed from the pigeon holes into priorities and deliver to the fee earners via the team leader.
• Typing work for the fee earners ensuring that the work is produced in a timely manner.
• Ensure the work prepared for the fee earners is typed accurately. Upon return, check the work, preparing any necessary enclosures, and processing the work in accordance with the fee earners instructions.
• Take telephone calls for the fee earners, dealing constructively with the client, progressing queries where possible, ensuring that full messages are recorded and passed to the fee earner concerned, or referring calls elsewhere when necessary, in accordance with the firm's referral policy.
• If the fee earner agrees, to collect clients from Reception and escort them to the designated meeting room.
• To check fee earners voicemail messages and inbox regularly in their absence. This includes ensuring that there is lunch time cover for telephones.
• Open files and attend to the completion of client and matter opening forms.
• To undertake and monitor Lexcel compliance as directed by the relevant Partner/Director/Fee Earner.
• Monitor the fee earners' client files, identifying those files that may be ready for archiving and storage. In respect of each such file obtaining a print-out from the Accounts Department showing the accounts status of the file.
• Report to the fee earner either that the file is ready for archiving and storage or the action required to be taken in respect of it. If the file can be stored complete the file closing form for signature by the matter fee earner, complete the file archiving and storage routines.
• Keep reception fully informed of all expected visitors, including details of names, time of arrival and expected duration of visit. Book meeting rooms as required and arrange refreshments as appropriate.
• Ensure that sufficient time is set aside each month in each fee-earner's diary for the fee-earner to attend to his/her billing for the month at least 4 working days before his/her billing day.
• Ensure through liaison with the fee-earner, the team leader and the credit controller that the necessary billing guides are presented at the appointed time.
• Ensure that bills are sent to clients within 24 hours of their return from the Accounts Department.
• Monitor all deeds and original documents that are received by the fee earners and ensure that the correct routines are followed in respect of those deeds and documents while in the firm's custody.
• Monitor the deeds and original documents retained by the fee earners in the team and, through liaison with the matter fee earner any by checking the file, identifying those that can/should be sent to other parties (client, mortgagee etc) or for central storage. Ensure that those deeds and original documents are dealt with as appropriate and that action taken is recorded on the file, and where appropriate, on deeds storage records.
• Book travel arrangements and accommodation for the fee earners as required.
• Book meeting rooms for all internal and external meetings.

Hours: A minimum of 37.5 hours per week 9am to 5.30pm with a one hour lunch break per day.

Based in Southampton office but travel to Bournemouth and London office may be required.

What benefits will you receive?

The companies motto is "we know that we're nothing without our people", and that's why you are offered a range of flexible benefits, training schemes and great facilities. As well as 25 days' holiday and a wonderful pension scheme, you will receive private health care, life assurance and professional subscriptions.