Job Title: Personal Assistant / Legal Administrative Assistant
Location: Coventry, UK
Hours: Full time
Reporting to: Principal Solicitor / Legal Consultant
Salary: Minimum pay plus negotiable if relavant
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Role Overview
I am seeking a reliable, organised and professional Personal Assistant to provide administrative, diary, client communication and case management support in a busy legal practice environment.
The role is primarily administrative and organisational. The successful candidate will assist with managing the solicitor’s diary, emails, client communications, document handling, case progression and general office administration. The role may involve exposure to legal matters, but the PA will not be expected to provide legal advice or undertake substantive legal work unless expressly directed and supervised.
This position requires excellent discretion, confidentiality, attention to detail, good communication skills and the ability to manage competing priorities.
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Key Responsibilities
Managing the solicitor’s diary, including appointments, client meetings, court hearings, conferences, deadlines and reminders.
Arranging meetings with clients, counsel, experts, courts, tribunals, agencies and third parties.
Sending appointment confirmations, reminders and follow-up communications.
Monitoring incoming emails and bringing urgent matters to the solicitor’s attention.
Organising emails into appropriate client folders or case management systems.
Sending routine communications to clients, courts, counsel, experts and third parties when authorised.
Taking initial client enquiries and recording accurate details.
Arranging consultations and follow-up appointments.
Case Management and File Administration
Assisting with the administrative preparation of court forms, letters, instructions and other documents under supervision.
Document and Digital File Management
Scanning, saving, naming and filing documents accurately.
Converting, combining, paginating and organising PDFs.
Preparing documents for signature and return.
Ensuring that electronic and physical files are kept organised and up to date.
Court, Counsel and Third-Party Liaison
Communicating with courts and tribunals for administrative purposes.
Liaising with barristers’ clerks, experts, interpreters, process servers and other professionals.
Answering calls, taking messages and dealing with administrative queries.
Maintaining task lists and chasing outstanding actions.
Assisting with billing administration, invoices and payment reminders where required.
Following office procedures for file management, client care, conflict checks, identification documents and compliance.
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Essential Skills and Experience
Excellent organisational and diary management skills.
Strong written and verbal communication skills.
Good attention to detail and accuracy.
The ability to prioritise tasks and work under pressure.
Good IT skills, including Microsoft Word, Outlook, PDF software and case management systems.
The ability to handle confidential and sensitive information.
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Desirable Skills and Experience
Previous work as a PA, legal secretary, legal assistant or administrative assistant.
Experience in a solicitors’ firm, barristers’ chambers, court office or professional services environment.
Familiarity with family law, civil litigation, wills and probate, regulatory law or general legal administration.
Experience preparing court bundles and indexed PDF documents.
Audio typing or transcription experience.
Ability to speak additional languages.
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Limits of the Role
This is not a fee-earner role. The PA will not be expected to conduct litigation, provide legal advice, exercise independent legal judgment, negotiate legal issues, draft substantive legal documents without supervision, or communicate legal advice to clients.
Any legal or case-related work must be carried out only under the solicitor’s direct supervision and in accordance with the solicitor’s instructions.
Shortlisted candidates may be invited to attend an interview and may be asked to complete a short administrative task to assess organisation, written communication and attention to detail.
Pay: £12.71-£15.00 per hour
Work Location: In person
