PA / Secretary

Reference Code:

MCCPA

Location:

Manchester

Main purpose of the job:

To assist in providing a costings service to the Firm, which enables departments to have their files properly finished and billed and those bills submitted to the relevant bodies for payment.

Responsible to:

Department manager / fee earner

Main key result areas

  • Carries out digital audio and copy typing ensuring it is completed accurately and efficiently
  • Responding to post, telephone enquiries and queries from clients, other professional/experts, colleagues and third party representatives where appropriate, ensuring accurate messages are taken
  • Maintains an accurate diary system to ensure that no dates and deadlines are missed. Organises appointments, arranges and books meetings, professionals meetings, conferences, etc.
  • Opening files, assisting clients, undertaking effective case management and working on files as appropriate, including but not exclusively drafting correspondence, court documents, instructions to counsel and funding applications.
  • Responsible for billing, carries out general administrative duties such as updating information, processing payments/paying invoices, closing files and clearing balances. As well maintaining an accurate paperless filing system.
  • Effective management of own time, ensuring that non chargeable and chargeable hours targets are met under supervision and guidance
  • Compliance with client care and complaints procedures in order to minimise the risk of negligence and comply with law society rules. 

Direct reports:

None

Person specification

Qualifications

 

Minimum qualifications 5 GCSE’s or equivalent at Grade C or above including English and maths (relevant work experience can be considered as an alternative).

Essential

Secretarial/paralegal qualification or working towards

Desirable

Experience

 

Experience in a legal secretarial role

Essential

Experience within a family worktype 

Essential

Experience of using case management systems

Essential

Experience of digital dictation

Essential

Experience of time recording

Essential

Experience of billing

Essential

Knowledge and skills

 

Organisational and time management skills

Essential

Good standard of computer literacy, audio and copy typing skills

Essential

Excellent telephone manner and communication skills at all levels both face to face and over the telephone

Essential

Excellent interpersonal skills to build and maintain positive relationships

Essential

Ability to work amidst frequent interruptions whilst maintaining accuracy and attention to detail.

Essential

Knowledge of department procedures

Desirable

Personality / Other Qualities

 

Discretion and the ability to work in a highly confidential environment

Essential

Pleasant, approachable, patient and polite

Essential

Professional, confident and approachable manner showing tact and diplomacy at all times

Essential

Ability to be flexible to suit the needs of the department and willing to assist as and when needed

Essential

Ability to work as part of a team but be able to work under own initiative and to take responsibility for the duties

Essential

Adopts a proactive and positive attitude to the role

Essential

Please do not send enquiries to the department manager of the specific team.