Personal Assistant

Job Type: Permanent Location: Inverness

Our Inverness office is seeking an ambitious individual to join our team and provide secretarial support to our fee earners.

The role

  • Preparing and submitting expense claim forms for fee-earners, if requested.
  • Liaison with IT support, facilities and other internal teams to ensure the role is fulfilled successfully.
  • Proactively seek client information/business cards and updates in order to maintain and update client and other relevant contact details on practice management system database.
  • Ensure that all electronic filing is up to date and maintained at regular intervals.
  • Undertaking tasks delegated by EAs and PAs in relation to both AML and Billing, ensuring that all are carried out to a high degree of accuracy and through to completion.
  • Proactive follow-up with the AML and Finance teams as required.
  • Applying e-signatures to documents on request.
  • Archiving and retrieving files and deeds from storage as required.
  • Support other members of the team and provide cover as and when necessary to ensure that work is completed to a high standard and meets required deadlines.
  • Any copying, printing or scanning required, including preparation of large files or documents (paper and electronic), including preparation and indexing.
  • Organising both internal and external post, ie courier, packages and special post.
  • Providing administrative support on event organisation both internal and external (badges, signage, handouts, room set up).

You

The ideal candidate should be hard working, show initiative and be self-motivated, with the ability to organise and manage their own workload. They should also demonstrate the ability to cope with some repetitive tasks. They should display a flexible, professional approach and have the confidence and ability to communicate effectively. They will be a natural team player with a positive and enthusiastic attitude and an excellent eye for detail.

  • Administration experience in a busy or pooled environment is desirable.
  • Embraces and promotes the use of technology and proactively identifies opportunities to improve ways of working.
  • Excellent communication, organisation and administrative skills.
  • Strong time management and prioritisation skills as will be required to support a demanding group of fee-earners with different levels of seniority in a calm and efficient manner.
  • Attention to detail: proof-reads all work, checking for spelling and grammar.
  • Proactive approach and enthusiasm to work independently and as part of a team.
  • Shows a willingness to learn and develop skills.
  • Should be flexible in approach to working overtime when required.
  • Good level of numeracy.
  • Good English language and grammar skills.
  • Effective user of key software packages, (eg Word/PowerPoint/Excel/Outlook/NetDocuments/Advance) and takes responsibility for undertaking any training (e. MOS) to improve relevant skills to meet the needs of the business.

Salary/benefits

  • 35-hour working week with flexibility around the core hours of 10am-4pm
  • Paid overtime or time off in lieu (pre-approved and only where required).
  • Working from home allowance of £25 a month.
  • Eligibility for the firm’s Profit-Sharing Plan that runs from October to September each year. The scheme enables staff to share in the profits of the firm. Payment is usually c£1,000 for the full year. Paid in December.
  • Salary reviews annually in October.
  • Twenty-three days annual leave with an additional day added after each years’ service. On 1 January, after 1 year’s service, the entitlement will be increased by 7 hours and thereafter by a further 7 hours on 1 January following completion of 2, years’ service, giving a maximum of 175 hours after 2 years’ service.
  • In addition, under the flexible benefits programme, employees are entitled to buy or sell up to five days (35 hours) holiday a year, subject to staff partner approval.
  • Six-month probationary period.
  • Life assurance cover of four times salary,
  • Private Medical – Staff have access to a private medical scheme through the flexible benefits programme.
  • Contributory pension scheme (The firm will contribute 4% of salary on a matched basis with employee from their date of joining)
  • Access to a number of additional benefits with preferential rates under the flexible benefit programme, health cash plans, health screening/GP support, critical illness cover, dental and travel insurance, Techscheme, Cyclescheme, Gymflex and a Workplace ISA.
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