Personal Assistant
Job title: Personal Assistant, Employment & Education Sectors
Location: Birmingham
Contract: Full Time, Permanent. Hybrid after successful probation.
Shifts: 37.5 hours per week, Monday – Friday, 9am-5:30pm with 1 hour unpaid break

Williams Lea seeks a Personal Assistant to join our team in a leading 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 role
This role is to provide enhanced, proactive support to a team of Immigration fee earners enabling them to operate efficiently. In addition, the PA will provide high end support to the Head of Team who also has roles as Head of Faith Sector and Practice Group Head for Private Client. The support provided needs to be seamless and of a high standard. The individual is expected to use a high degree of self-management and initiative and can 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

Proactively managing complex diaries for both partners and fee earners

Answering telephone calls in a timely fashion, taking clear and detailed messages

Organising internal and external meetings, greeting visitors and arranging client refreshments

Assisting fee earners in the billing and credit control process. Generating accurate billing reports, draft bills, and accompanying letters in a timely manner

Assisting fee earners with finance tasks, namely requesting cheques, CHAPS/BACS payments, bank transfers and paying in money received, as appropriate

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

Co-ordinating fee earner movements and making travel arrangements

Managing the client and matter inception process ensuring files are opened in a timely manner in accordance with the firm’s policies

Managing the process of submitting partner/fee earners expenses in a timely manner

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

Undertaking 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 protocol

Demonstrating flexibility with working practices/processes in line with the business need, especially in times of pressure/ high workload

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

Personal attributes

Exceptional standard of written and verbal communication

Proficient multi-tasker

Competent with the Microsoft Office suite

Team player

Excellent interpersonal skills

Solutions focused

Have a high level of confidentiality and integrity

Exceptional attention to detail

REWARDS & 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:

25 days holiday plus bank holidays

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.

Life Assurance

Private Medical Insurance

Dental Insurance

Health Assessments

Cycle-to-work scheme

Gym memberships

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 & 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 careersatWL@williamslea.com.