Administrator and/or Legal PA - Employment, Immigration & Pensions

We have an exciting new vacancy within our highly regarded Employment, Immigration & Pensions (EIP) department for an experienced Legal PA/ Administrator based in our Edinburgh office.

The Role

The role will include direct involvement with all EIP fee earners, other departments/offices and you will work closely with the existing EIP PA to provide consistent, high level administrative/ PA support to a busy and friendly team.  You will be a part of the wider PA Services team for support and guidance.

The role will suit a forward thinker, who uses their initiative to anticipate the needs of their fee earners as well as being able to react quickly and effectively.  With particular focus on client service, finance and project management, you will quickly become a vital part of the team and have a flexible approach to help other departments if required.  Training will be provided on an ongoing basis to enhance your skills.

The tasks you will carry out include, but are not limited to, the list below.

You may be responsible for

Dealing with all duties in line with the firm’s processes and procedures such as:

  • Open new matters (including conflict checks, AML and LoEs) in accordance with the processes set out by the Risk & Compliance team.
  • Produce and send regular ad−hoc client management information reports, including financial reports.
  • Upload invoices to Aderant Expert Assistant for processing and make transfers/payments with Cashroom support on behalf of clients
  • General client/matter management including regular proactive review of file lists; deal with client mandates; client portal maintenance; use Visualfiles.
  • General administrative duties including: photocopying, scanning, printing, binding, filing, and archiving; travel, accommodation, training course bookings; diary management internally and externally with appropriate catering/IT requirements, process expenses.
  • Produce bulk documents bundles using PDFDocs; undertake dictation; format documents.
  • Deal and distribute incoming mail timeously.
  • Providing occasional assistance to set up for events/large meetings.

You will be expected to:

  • Use all relevant IT packages competently including Word, Excel, Powerpoint, Outlook, Aderant keeping your knowledge up to date by attending regular training as required.
  • Have a high level of client involvement – via email/phone with clients and fee earners.
  • Produce all work to an exceptional standard, with minimal error and within designated timescales.
  • Carry out a significant workload and tasks instructed via BigHand Now, etc with minimal supervision.
  • Confidently delegate tasks to Administrators, CPT and others where necessary
  • Develop your client relationship and client care skills.
  • Take responsibility for department administration, projects and help organise department events.
  • Contribute to the firm’s business development activities, eg on tenders, updating credentials, etc.
  • Attend all mandatory training and proactively seek additional training to enhance your knowledge.
  • Share skills and knowledge with other members of the Team.
  • Assist other PA Services team members whenever possible with high priority jobs and provide cover during holidays and other absences.

What you will need to succeed

  • A well-organised, methodical and pro-active approach to work and an ability to prioritise your workload to meet deadlines.
  • Excellent IT skills including technical proficiency in Microsoft products.
  • Good communication and interpersonal skills with the ability to liaise at all levels.
  • Accuracy in all aspects of your work ensuring all is to a high standard.
  • An enthusiastic, positive and professional individual.
  • Commitment, flexibility and a willingness to assist other teams; learn new skills and share existing skills with colleagues.
  • Experience in a legal office or other professional services office is desirable.
  • Confidence working with figures and a good working knowledge of Word and Excel would be advantageous.

Anderson Strathern are an equal opportunities employer.  Our policy is to recruit, develop, nurture and retain a diverse workforce following the guidelines of the Equality Act 2010

Apply today

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