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Location - Leeds
Hybrid working
The Division
We are consistently ranked in the top tier in the Legal 500 and Chambers UK directories for Professional Discipline. Our expertise in both health and regulation sets us apart from the competition. Our purpose is to deliver results that matter. We are proud to be the firm of choice for organisations who work to make a difference. We are committed to putting people first, doing the right thing and forward thinking.
We have handled many thousands of regulatory cases over the last 20 years, covering case investigation, preparation and presentation. We work for seven of the ten health and social care regulators, as well as regulators in legal services and education. We have worked on some of the most complex and high profile cases faced by professional regulators, including for our own regulators, the Solicitors Regulation Authority (SRA) and the Bar Standards Board (BSB).
Our reputation across the regulatory sector is built on providing proportionate, timely and high quality case preparation and presentation and a service that demonstrates value for money. Our breadth of experience means that we are at the forefront of regulation, legislative and policy changes and best practice. We have the experience, resources and systems in place to deliver the services to a high quality and within agreed timeframes.
The Role
The Legal PA's principal role is to provide Lawyers with the support they need to perform the task of providing legal services to clients and help them maximise the amount of time they are able to spend on fee-earning and other essential non fee-earning tasks by assisting in the management and execution of their day-to-day workload.
The main duties of a Legal PA will include, but are not limited to:
Administrative
In conjunction with relevant business support departments, as appropriate:
- Using an effective system such as a to do list/reminders to ensure that longer term tasks are completed;
- Managing diaries, ensuring they are up to date and reminding lawyers of meetings etc on a daily basis;
- Arranging meetings, booking conference rooms, refreshments, checking rooms prior to meetings etc and liaising with other attendees, both internal and external;
- Organising travel arrangements, booking and confirmation of reservations and dealing with related invoices;
- Photocopying, printing, organising couriers, sending out of letters, faxes etc;
- Opening and closing of general files, general filing, record keeping and archiving of files;
- Liaising with floor support units over filing, scanning, copying etc.
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Communication
- Taking internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner;
- Monitoring post and/or e-mails and dealing with as appropriate and ensuring that all client related correspondence is passed on to an appropriate fee-earner if the relevant person is out of the office;
- Liaising with business support departments on behalf of lawyers as required;
- Be part of client care team and be familiar with the full range of the lawyer's contacts/clients
- Entering, maintaining and updating client details and relevant information of the firm's CRM system;
- Deal with basic queries and general administration, including in relation to hub clients;
- Arrange all client meetings, including client care meetings;
Financial
- Assisting lawyers in the billing and credit control process by liaising with the lawyer and Accounts department, to include the production of standard financial/time reports;
- Requesting cheques, bank transfers and paying in money received, as appropriate; and
- Liaise directly with clients on a monthly basis to ensure that bills reach them on time and be the interface between them and the Partner/ Finance department if there are any queries, following up where necessary.
Other Responsibilities
In addition to providing support to the fee-earner(s) to whom they report, a Legal PA should also provide assistance to their immediate colleagues in their department and, where practical, other departments.
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Team duties will therefore include;
- Assisting others in the office whenever there is spare capacity;
- Supporting telephone cover where needed, noting that calls are primarily directed to the admin softphone;
- Providing appropriate cover for other PAs and clerks during periods of leave or absence, helping to maintain continuity of support across the team;
- Assisting other members of the department or office;
- Working effectively with other legal departments and support departments as required; and
- Any other duties as reasonably requested by a person of an appropriate seniority.
Skill Set
- PA experience
- Advanced knowledge of CRM, Microsoft Word, Outlook, Excel, PowerPoint, Visual Files, Winscribe and the Internet
- Excellent telephone manner and, after training, competent knowledge of telephone system
- Excellent communication, organisational and team skills
- Excellent attention to detail and problem solving
- Flexible and dependable, able to take the initiative
- Conscientious & approachable
- Quickly builds respect and trust
- An ability to build a good knowledge of Capsticks, its departments, key personnel, clients, procedures and business practices
Capsticks is an inclusive employer
At Capsticks we value diversity and we are committed to creating an inclusive and supportive working environment where everyone is able to be themselves and reach their full potential. Capsticks is committed to providing equal opportunities for all and therefore we welcome the unique contributions that you can bring in terms of your education, background, culture, ethnicity, race, nationality, sex, sexual orientation, gender identity, age, disability, neurodiversity, religion and beliefs.
We will make reasonable adjustments to our application and interview process to ensure that you have the best chance of success. We understand that there's not a "one size fits all" approach to adjustments so our team will work with you individually to understand more about your requirements.
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