Personal Assistant
Salary: £30,000 per annum, depending on experience, plus company benefits
Location: Bath, BA1 1RG
Job Title: Personal Assistant - Property
Contract: Permanent, Full Time
Shifts: 37.5 hours per week, Monday – Friday, 9am-5:30pm with 1 hour unpaid break
Work model: Potential for Hybrid working after 3 months (3 days office based, 2 days home based)
Williams Lea seeks an experienced Personal Assistant to join our team!
Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms. Williams Lea employees, nearly 7000 people worldwide, who provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.
Purpose of role
This role is to provide enhanced, proactive support to a team of fee earners working within the Property team. The PA will enable them to operate in an efficient manner. The support provided needs to be a seamless legal service to clients. The Personal Assistant role is expected to use a high degree of self-management and initiative and to maintain a high level of confidentiality.
The Personal Assistant will act as workflow manager for other support services. This includes delegating and supervising the completion of document production, file management and copying/scanning work which are primarily undertaken by other relevant business support services.
Key responsibilities
Responsibilities include but are not limited to:
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Proactively managing complex diaries for both partners and fee earners
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Answering telephone calls in a timely fashion, taking clear and detailed messages
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Organising internal and external meetings, greeting visitors and arranging client refreshments
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Liaising with clients via email, telephone and in person and acting as a point of contact in keeping with the firm’s standards for client care
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Assisting fee earners in the billing and credit control process. Generating accurate billing reports, and sending out invoices in a timely manner
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Assisting fee earners with finance tasks, namely requesting cheques, CHAPS/BACS payments, bank transfers and paying in money received, as appropriate
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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
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Co-ordinating fee earner movements and making travel arrangements
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Managing the client and matter inception process ensuring files are opened in a timely manner in accordance with the firm’s policies
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Managing the process of submitting partner/fee earners expenses in a timely manner
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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
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Undertaking any departmental specific tasks (e.g. working with Land Registry, requesting property searches etc.)
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Adhering to and participating in the AML processes as per the firm’s protocol
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Demonstrating flexibility with working practices/processes in line with the business need, especially in times of pressure/ high workload
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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
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Any other relevant duties as reasonably requested by the fee earners or your line manager
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Assisting fee earners in managing the physical copies of files, correspondence, and deeds; archiving completed files, organising paperwork on the office floor, returning documents to clients
Personal attributes
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Previous PA experience desirable
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Previous experience dealing with residential transactions and conveyancing desirable
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Exceptional standard of written and verbal communication
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Proficient multi-tasker
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Competent with the Microsoft Office suite
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Team player
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Excellent interpersonal skills
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Solutions focused
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Have a high level of confidentiality and integrity
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Exceptional attention to detail
Rewards and Benefits
We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:
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25 days holiday, plus bank holidays (pro-rata for part time and fixed term roles)
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Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances.
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Life Assurance
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Private Medical Insurance
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Dental Insurance
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Health Assessments
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Cycle-to-work scheme
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Discounted gym memberships
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Referral Scheme
You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!
Equality and Diversity
The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.
If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at [email protected](we do not accept applications to this email address).
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