Personal Assistant

· To prepare correspondence and documents as directed by line manager by audio typing and copy work
· To organise post and ensure this is signed by fee earner (or as otherwise directed) and ready to be dispatched at the end of each day
· To manage the electronic diary of Head of Department to ensure they are aware of upcoming tasks/appointments
· To manage incoming post and filing (hard copy and electronically) as directed by line manager, including scanning and time recording where appropriate
· To manage files so that documents are readily accessible
· To ensure that confidential information is not passed on to third parties without permission from line manager
· To ensure that the relevant case management systems used are updated promptly and accurately.
· To ensure that client files, both paper and electronic are organised and stored correctly and securely.
· To handle information in a manner consistent with the firm's policies relating to data protection and information security
· To organise meetings as directed by the partners, and to prepare the room in advance if required and tidy up afterwards
· To screen calls, emails and letters received
· To liaise with clients and third parties on behalf of the Head of Department
· Deal with client enquiries as effectively as possible in the absence of the partners
Handling inbound telephone calls
· To ensure that calls are answered promptly (preferably within three rings) and professionally
· To deal with enquiries effectively and where necessary, in the absence of the fee earner
· To take accurate messages and pass them on to the correct recipient in a timely manner
· To promptly direct callers to the appropriate member of staff if they are not the intended recipient
· To co-ordinate a high volume of calls during peak periods, prioritising work and situations
Greeting visitors
· To greet visitors efficiently, and in a positive, professional and friendly manner
· To project a positive and professional image to visitors to the office, including personal presentation
· To make visitors feel welcome
Collaborative working
· To maintain good working relationships with colleagues
· To use Departmental and office directory to ensure efficient transfer of calls, both internally and to all other office locations
· To backfill other administrative functions within the office as required. For example, providing cover for reception
Safety awareness
· To monitor visitor access and maintain security awareness, following appropriate policies and procedures
· To ensure that their working environment is safe and clean and to eliminate potential slip and trip hazards
· To report any potential safety hazards to line manager
· To ensure that files are kept out of public view (i.e. not left in reception or other client areas)

We are seeking a highly organised and proactive Personal Assistant to support the Head of Private Client in various administrative tasks. This role will be based in the office at our Alsager branch. The ideal candidate will possess excellent communication skills and a strong ability to manage multiple priorities efficiently. This role is essential for ensuring smooth operations and providing high quality support to the Head of Department.
The successful candidate will be expected to represent, organise and support the Head of Department in communication with clients, agents, colleagues and other third parties, and promote the Committed to Excellence standard within their role. Deliver high level of customer service to clients. Project a professional image to all visitors and telephone callers at all times by greeting, welcoming, and directing them appropriately. Work collaboratively with all colleagues in line with the firm's Behaviour and Competency policy.
Key Competencies
· A warm and friendly personality
· Committed to the role and a career within the firm
· Reliable
· Excellent organisational skills including secretarial skills
· Ability to multi-task and to organise a busy personal workload
· Ability to work effectively with others in scheduling and managing workload
· Attention to detail
· Experience handling confidential materials in a sensitive and professional manner
· Excellent communication skills both written and oral
· Ability to work on own initiative
· Able to organise meetings and manage diaries effectively
· Able to screen calls, enquiries and requests appropriately
· Deal with external organisations effectively both written and oral
· Strong IT skills
Administration / Secretarial work
· To provide general administrative support to colleagues where directed by the partners