Personal Assistant

Personal AssistantJob title: Personal AssistantLocation: LeedsContract: Full Time, Permanent. Hybrid after successful probation.Shifts: 37.5 hours per week, Monday – Friday, 9am-5:30pm with 1 hour unpaid breakWilliams Lea seeks a Personal Assistant to join our team in a leading Leeds based law firm!Williams Lea is the leading global provider of skilled business-critical support services to financial, legal and professional services firms.Built on a strong heritage, great client relationships and a talented team, Williams Lea is the trusted global outsourcing provider to clients in highly regulated environments.Williams Lea serves clients in 20 countries across four continents and has 7,000 employees worldwide.Purpose of roleThe role of the Personal Assistant is to provide enhanced, proactive support to fee earners to enable them to operate efficiently. 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 responsibilitiesProactively managing complex diaries for both partners and fee earnersAnswering telephone calls in a timely fashion, taking clear and detailed messagesOrganising internal and external meetings, greeting visitors and arranging client refreshmentsAssisting fee earners in the billing and credit control process. Generating accurate billing reports, draft bills, and accompanying letters in a timely mannerAssisting fee earners with finance tasks, namely requesting cheques, CHAPS/BACS payments, bank transfers and paying in money received, as appropriateMaintaining 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 processesCo-ordinating fee earner movements and making travel arrangementsManaging the client and matter inception process ensuring files are opened in a timely manner in accordance with the firm’s policiesManaging the process of submitting partner/fee earners expenses in a timely mannerCo-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 etcUndertaking 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 protocolDemonstrating flexibility with working practices/processes in line with the business need, especially in times of pressure/ high workloadAssisting 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 requiredPersonal attributesExceptional standard of written and verbal communicationProficient multi-taskerCompetent with the Microsoft Office suiteTeam playerExcellent interpersonal skillsSolutions focusedHave a high level of confidentiality and integrityExceptional attention to detailREWARDS & BENEFITSWe 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:25 days holiday plus bank holidaysSalary 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.Life AssurancePrivate Medical InsuranceDental InsuranceHealth AssessmentsCycle-to-work schemeGym membershipsReferral SchemeYou 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 & DIVERSITYThe 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 #####.