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Legal Personal Assistant

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Williams Lea

Jul 30, 2024

  • Job
    Full-time
    Junior, Mid & Senior Level
  • Birmingham
  • Quick Apply

AI generated summary

  • You must possess strong organizational skills, legal terminology knowledge, attention to detail, and proficiency in office software. Excellent communication skills are essential.
  • You will support legal professionals by managing schedules, organizing documents, preparing reports, coordinating meetings, and handling correspondence to ensure efficient operation.

Requirements

  • - 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, greeting visitors and arranging client refreshments
  • - 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
  • - 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-ordinating 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
  • - Undertaking any departmental specific tasks (e.g. working with Bundledocs, Land Registry portal, Searchflow etc)
  • - Adhering to and participating in the AML processes as per the firm’s protocol
  • - 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
  • - Exceptional standard of written and verbal communication
  • - Proficient multi-tasker
  • - Competent with the Microsoft Office suite
  • - Team player
  • - Excellent interpersonal skills
  • - Solutions focused
  • - Have a high level of confidentiality and integrity
  • - Exceptional attention to detail

Responsibilities

  • 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, greeting visitors and arranging client refreshments
  • 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
  • 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-ordinating 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
  • Undertaking any departmental specific tasks (e.g. working with Bundledocs, Land Registry portal, Searchflow etc)
  • Adhering to and participating in the AML processes as per the firm’s protocol
  • 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

FAQs

What is the job title for this position?

The job title is Legal Personal Assistant.

Where is the job located?

The job is located in Birmingham.

What type of contract is being offered for this position?

The position is a full-time, permanent contract with a hybrid working model after successful probation.

What are the working hours for this role?

The working hours are 37.5 hours per week, Monday to Friday, from 9 am to 5:30 pm with a 1-hour unpaid break.

What is the main purpose of the Legal Personal Assistant role?

The main purpose of the role is to provide enhanced, proactive support to a team of Immigration fee earners, enabling them to operate efficiently, while also providing high-end support to the Head of Team.

What are the key responsibilities of the Legal Personal Assistant?

Key responsibilities include managing complex diaries, answering telephone calls, organizing meetings, assisting with billing and finance tasks, maintaining client records, and managing workflow for other support services.

What personal attributes are required for this position?

Required personal attributes include exceptional written and verbal communication, proficiency in multitasking, competency with Microsoft Office, being a team player, having excellent interpersonal skills, solutions-focused mindset, maintaining confidentiality and integrity, and having exceptional attention to detail.

What benefits are included with this position?

Benefits include 25 days holiday plus bank holidays, salary sacrifice schemes, life assurance, private medical and dental insurance, health assessments, cycle-to-work scheme, gym memberships, and a referral scheme.

Is there opportunities for career development in this role?

Yes, there are opportunities for future career development prospects as part of being employed by a global employer.

How does the company approach equality and diversity?

The company values diversity and does not discriminate based on any protected characteristics, promoting a culture of openness, fairness, and transparency.

What should candidates do if they have a disability and need adjustments during the application process?

Candidates with a disability who would prefer to apply in a different format or need reasonable adjustments for the interview should contact the company at careersatWL@williamslea.com.

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Williams Lea

The leading global provider of business-critical support services to financial, legal & professional services firms.

Consulting
Industry
5001-10,000
Employees
1820
Founded Year

Mission & Purpose

Williams Lea is a global provider of business-critical support services, specialising in document management, digital transformation, and business process outsourcing. Their ultimate mission is to help organisations enhance efficiency and improve performance by delivering innovative solutions and operational excellence. The purpose of Williams Lea is to enable clients to focus on their core business activities while they manage the essential support functions, thereby driving productivity and creating value for their clients.