Personal Assistant

Kingsley Napley is an internationally recognised law firm based in Central London. We support individuals and businesses in resolving conflict, safeguarding their futures and maximising opportunities. Our wide range of expertise means that we can provide support for our clients in all areas of their business and private life. Many of our lawyers are leaders in their field and our practice areas are highly ranked by the legal directories.

Disputes are a fact of modern life. Understanding and dealing with a dispute in a professional and commercial way has never been more important. Our Dispute Resolution lawyers act for a broad spectrum of individual and commercial clients in a wide range of complex disputes.

To provide the first and main point of contact for fee earners to help them do their work efficiently and well.  PAs will use their experience, interpersonal skills and judgement to ensure the successful completion of work, including organising and co-ordinating the relevant tasks between the Document Production Specialist (DPS) and Admin Assistant (AA) teams and working closely with the Office Services and Front of House teams as required.

Day to day duties:

• Co-ordination of all tasks, delegating to the DPS and AA teams as required

• Typing short or urgent correspondence as and when required

• Producing documents which are too confidential and sensitive to be produced by DPS team

• Proactive diary management looking ahead at fee earner diaries to remind them of diary commitments

• Arranging internal and external meetings and conference calls

• Attending meetings to take minutes as required

• Booking training and courses

• Organising and arranging travel bookings

• Providing pro-active client liaison including taking messages, passing on the information

• Dealing with new client enquiries made by phone and email

• Checking voicemails and emails when fee earners are away from the office

• Helping fee earners to manage their email inbox

• Escalating any issues or concerns to Team Leader or the SSM so that a resolution can be found in a timely manner

File/Matter Management duties:

• Assisting with file opening by carrying out conflict checks under supervision and as directed by the fee earner, passing all results to the fee earner for consideration, obtaining approval to open file and dealing with queries from the AA team concerning opening the physical file and the matter on MatterSphere

• Producing draft engagement letters, terms of business, funding agreements, cancellation notices as required for fee earners to review and approve

• Monitoring new matters to ensure all of the necessary information and documents have been received

• Managing matters in MatterSphere, including naming, saving and filing documents and correspondence, management of contacts, associates, estimates and capturing other practice area specific data

• Obtaining up-to-date counsel/expert/other third party fee note(s)

• Obtaining transcripts and documents from the Court

• Co-ordinating outgoing post

• Undertaking file closure, including ensuring the file is properly prepared for archive and later destruction

Finance and Billing duties:

• Assisting fee earners with billing procedures

• Assisting fee earners to manage client accounts as directed by the fee earner

• Completing of disbursement forms and confirming that they are on the system

• Supporting fee earners in the chasing of debts as requested

• Chasing fee earners for unposted time

• Time recording for fee earners when on leave (if previously directed by the fee earner to do so)

Marketing/BD duties:

• Organising, supporting and preparing for all marketing activities

• Updating the CRM database

• Working with fee earners to prepare tender documents (whilst delegating the majority of document production to the DPS team)

Every effort has been made to ensure that this is a full description of the tasks and responsibilities of this role. However, it is not an exhaustive list. The job description may be changed or developed at any time to reflect changes as required.  However, changes will not be made without full consultation with the postholder.