Trainee Personal Assistant (Permanent)

Ref BS1087 Location United Kingdom Sub Location London Job type Business Services Department/Practice group Antitrust, Competition and Trade Position Type Permanent

Role Summary To provide an efficient, client-focused and professional legal support service to fee earners. The job-holder is expected to learn systems and processes quickly (possibly across different departments) and demonstrate the necessary competencies to move on to the PA position. Key Responsibilities Client engagement Responds to, assesses and prioritises clients' requests, however communicated, and offers appropriate efficient and business-like help and assistance to meet their needs Maintains a good knowledge of current clients and carries out basic client liaison duties Develops and maintains knowledge of their fee earner workloads Knowledge and Business Development activities Carries out basic business development duties such as updating contacts and distributing business development materials Liaises with fee earners and the KBD department as required on the production of pitches, client presentations and maintaining up-to-date CVs for fee earners General administrative support Manages incoming communication (including fee earners' e-mail and voicemail), drafts and transcribes replies where possible (seeking guidance from fee earners where appropriate) and ensures all communication is processed in an accurate and timely manner Maintains fee earners' diaries, makes appointments, arranges meeting rooms and organises travel arrangements and expense claims to ensure all work activities are scheduled effectively. Refers to fee earners where conflicts in appointments occur Arranges all travel effectively and efficiently. This must include understanding fee earners' preferences, anticipating additional requirements (accommodation, currency, returns, transfers) and contingency planning Develops excellent document production skills, types letters, correspondence and legal documentation (often involving confidential material). Proofreads all work to ensure that completed documents are delivered accurately and to a high standard Establishes and maintains a robust manual and electronic filing system and other administration systems (such as client files and bibling if required) to ensure completeness and accuracy of technical, professional and matter information. Uses Trident for email filing as per departmental procedures Carries out day-to-day administrative tasks to ensure provision of high quality service in all areas, including liaison with department business centres and other service departments, organising photocopying, document production and printing Assists fee earners with basic technical queries allowing them to make best use of available IT and KBD resources. Ensures own knowledge of technical packages is up to date Provides fee earners with appropriate support in managing personal matters, such that fee earners are able to focus their time on providing efficient services to clients Communication Communicates on a daily basis with all of their fee earners, ensuring a high level of awareness of current priorities, fee earners' whereabouts and service requirements Proactively communicates with line manager on issues of workload and any other difficulties. Team support Is proactive in providing support to other PAs in the team to ensure that peaks and troughs of demand are managed. Willing to provide cross-team and cross-departmental support where necessary Ensures phones are covered at all times. Requirements Experience & Qualifications Preferably educated to A level standard (or equivalent), must have at least 5 GCSEs (A-C) (or equivalent), to include Maths and English Accurate audio and copy typing (45+ wpm), experience of Windows based packages The Individual Essential Excellent communication skills (written and oral) ILEX Diploma (or equivalent) Good organisational skills and attention to detail Willingness and enthusiasm to develop skills further Able to work fast to tight deadlines Able to work as part of a team Flexible and proactive approach Ability to retain a positive and professional attitude under pressure Excellent IT Skills, including fast, accurate audio and copy typing (45 wpm) Good basic working knowledge of Word, PowerPoint and Excel Desirable Ability to prioritise and act on own initiative Relevant legal work experience. Other Freshfields is an equal opportunities employer and all applications received by the firm will be considered by the firm on the basis of their merit alone and we welcome applications from all suitably qualified individuals regardless of background. All offers of employment will be conditional on the candidate having/securing the right to work in the UK and providing the firm with evidence of that right (as required by the Immigration, Asylum and Nationality Act 2006) prior to employment commencing. Please note that, in line with the requirements of the UK Border Agency, non-EEA candidates may not be appointed to a post if a suitably qualified, experienced and skilled EEA candidate can fill the position.   Freshfields is the official legal services provider to the London 2012 Olympic and Paralympic Games (appointed February 2009)

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