Office Manager/Legal PA for boutique firm in London

Posted 14 February by JM Legal Ltd
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PA/Office Manager - Boutique Law firm - up to £38,000 + Christmas bonus

A specialist Law firm in London are looking for a new PA/Office Manager to run their office.

My client are ideally seeking a candidate with previous Office Manager experience within a law firm although the area of Law does not have to be specific.

The offices themselves are set in a beautiful listed building that has been likened more to a Prada boutique than Legal environment! You will also have the added distraction of a small dog in the office 3 times a week. Don't worry, you won't become the resident dog walker unless you want to!

The role requires a confident and proactive all-rounder, with good organisational skills who can effectively manage multiple aspects at the same time. Given the size of the firm, it's imperative that you are reliable and dependable, positive, personable and maintain the office culture - no cooking fish in the microwave please.

For an overview of the duties, please see below:

Financial
*The financial administration of the office including arranging for the processing and payment of routine invoices and disbursements. Taking responsibility for costing and billing files promptly, ensuring sufficient sums are held on account.
*Working with accountants to provide documentation and information required for the purpose of completing annual accounts and returns
*Working with the book keeper
*Responsible for petty cash
*Managing cash-flow and credit control
*Banking duties including checking and processing payments, paying in cheques, payments by debit card
Human Resource Management
*Managing the recruitment of staff including working with recruitment agents, placing recruitment advertisements, organising interviews
*Liaising with payroll, in respect of staff starting and leaving.
*Organising payment of salaries and making the necessary adjustments to monthly payments
*Distributing payslips
*Organising appraisals, maintaining personnel files.
*Providing day to day guidance to support staff relating to their duties and responsibilities
*Organising training for staff

Administration
*Initiating and maintaining relationships with suppliers of products and services
*Ordering stationery and other supplies required for day to day use in the office
*Maintaining office records relating to health and safety incidents, risks, breaches of procedure and regulations, expenses, contracts with suppliers,
*Diary management (paper and electronic)
*Managing incoming written and electronic communication in an accurate and efficient manner and ensuring that timely action is taken in response
*Drafting correspondence
*Organising couriers, taxi's, international couriers

Client Care
*Answering the telephone, taking messages, greeting clients,
*Dealing with new client enquiries, arranging appointments, dealing with costs issues eg taking monies on account, rendering a bill to the client, writing reminder letters for unpaid bills.
*Creating new client files and completing file opening procedures.
*Entering internal procedural deadlines onto file and diaries, ensuring correct costs information on file, liaising with clients on both new and continuing matters.

Case Management
*Entering court dates, deadlines etc into department diary and assisting fee earners to track key dates e.g. serving papers, court dates
*Creating and maintaining up to date contact list, printing work from outsource worker and ensuring work is delivered on time
*Managing correspondence on cases in fee earners' absence and generally routine matters
*Assisting with the preparation of documents for court hearings

External Communication
*liaising with counsel's clerk regarding fees and booking counsel for conferences and court hearings
*Liaising with courts over court processes, timetables and listings, informing fee earners of timetables

Premises Management
*Ensuring business premises hold appropriate insurance and that fittings and office equipment is checked and maintained by professionals
*Initiating and maintaining security processes and procedures including fire alarm checks, intruder alarm checks, PAT testing, fire extinguishers
*Maintaining records relating to the premises including fixture and fittings records, health and safety checks, lease agreements and correspondence
*Fire checks
*Ensuring premises look professional and clean through organising and supervising cleaning.

Required skills

  • Boutique
  • Immigration
  • Law
  • Legal
  • PA
  • Manager
  • Secretary
  • Office
  • Human rights

Reference: 39964367

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