PA to Director

  • Job Reference: 941787302-2
  • Date Posted: 10 March 2023
  • Recruiter: Browns Recruitment Group Ltd
  • Location: Gravesend, Kent
  • Salary: £20,000 to £25,000
  • Sector: Administration
  • Job Type: Permanent

Job Description




SALARY UP TO £25,000

A Secretary/Personal Assistant is required to join a leading Kent based law firm.

Day to day duties will vary and range including a mix of the following;

HR based duties:

Holiday forms and entry on to the system

Sickness forms and entry on to the system

Arrange 'Out of Office' messages on mailboxes for any absences

Organise absence cover i.e. locums / temps / reallocation of work

Daily absence emails re staff attendance firm wide

Recruitment agencies: liaising with and negotiating TOB rates

Review CVs, organise and/or attend interviews

Personnel related correspondence (offer letters, references, parking letters etc)

Prepare and distribute employment contracts

New starters: give induction and prepare induction docs for all new staff

Work experience candidates - review CVs, book placements, do induction and provide training

Maintain all induction / HR forms and update re any legislation changes (i.e. introduction of workplace pension scheme)

Support staff: obtain feedback, organise and attend / take notes at annual appraisals

Attend disciplinary meetings when required

Staff security passes - allocation and distribution of spares / database of pass numbers

Trainee solicitor applications / CVs / interviews (every 2 years)

All health and safety related matters - desk assessments, chairs, phones, keyboards etc

Circulating any HSE updates / legislation changes, maintaining health and safety based posters in the common areas and ensuring new updates/docs are posted on the intranet

Fire alarm maintenance/risk assessments and drills

Building alarm maintenance - arrange site visits and payment of invoices etc

Creation of all job specs

Advertising any roles on the firm's intranet and updating marketing re external advertising Admin based duties:

Member of firm's management committee - attend monthly meetings and prepare agenda / type minutes for circulation

Firm 'IT super user'

Practising certificates for solicitors - applying for, renewing and circulating / printing

Updating the intranet pages (announcements, holiday calendar, tel extension list etc)

Opening and stamping incoming post

Firm wide training for all staff - organise, book courses, liaise with IT trainer etc

Stationery orders/replenishing and monitoring stock (all offices)

Ensure checking of stationery invoices and arrange payment of the same

Business card templates and orders for fee earners firm wide

Letterhead paper template queries/revisions

Online shopping re office essentials and kitchen supplies

Checking cleanliness of kitchen and toilets daily - liaising with staff if required

Swear money / sponsorship forms / petty cash - receipts, log books and paying in

Training course bookings and payment of invoices

General queries from clients re complaints or feedback / advice

Document template revisions (amendment of firm wide precedents)

Conveyancing panel applications re lenders and building societies (both offices)

Land Registry Portal accounts (both offices) - create, amend and manage accounts

Claims Portal accounts - manage user and administrator accounts/reset passwords

Moneypenny queries / update groups re starters and leavers

Searchflow accounts

Book pool car for staff when requested and maintain the use log book

Pool car insurance - insure new staff and ensure insurance is renewed annually

Building and office maintenance queries

Organising tradesmen / quotes / dates for works to be done and access with Facilities Manager

Work experience candidate CVs and interviews/allocation of placements

Attend marketing events (when required)

First aid courses - arrange training / source candidates

Fire marshal courses - arrange training / source candidates

Fire safety (extinguishers, risk compliance etc)

Health and safety courses / refreshers

Boardroom hire - take bookings, organise beverages and prepare invoices/chase payment

Blue and Pink receipt/requisition pads - monitor / restock

Order brass plaques for staff names (post trays and door signs)

Organise Reception cover re holiday or sickness (lunch times and breaks)

Overtime queries / form submission and approval

Dictation levels - reallocation of typing / work when necessary

Take minutes of any HR related or partner meetings

Post redirection (if relevant re takeovers or mergers)

Will and deeds enquiries (checking database and archives) Senior Partner based duties:

Audio transcription

Filing / printing / scanning / photocopying / e-filing

Organise diary / schedule meetings

Client calls / complaints

Attend any meetings / take minutes

Notary work - queries / quotes and drafting documents

Debt recovery - typing / claim forms / liaising with courts

Preparing and circulating interest statements and calculations re debt recovery

General admin / head office typing and correspondence

Tea/coffee and ordering / delivering lunch when required

Ensuring offices are tidy and filing cabinets neat/maintained alphabetically

Project based:

Firm takeovers / acquisitions to include:

Mail merge letters to clients

Billing reports / WIP

Deeds and will counting

Panel membership queries

Opening clients on our CMS