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Legal PA

Housing and Regeneration

Winchester/ Chorley

Permanent

Full-time, Hybrid working

THE FIRM

Capsticks is a leading provider of legal services to the health, social care, housing and emergency services sectors, as well as in the field of professional regulation. The firm has a turnover of c£60m and around 600 staff - including 450 fee earners - across five offices nationally. We act for a wide range of long standing clients in both the public and private sector, including all forms of NHS organisations, governmental and regulatory bodies, registered providers, insurers, police, fire and rescue services, independent health and social care providers, charities and GP practices.

Further details about the firm and the type of work carried out can be found on our website at www.capsticks.com .

In 2022 Capsticks achieved a two star accreditation from Best Companies Capsticks is an "outstanding place to work" - Best Companies to work for 2022, the specialists whose recognition programme is the standard for workplace engagement. The Best Companies accreditation is really important to Capsticks as it focuses on the trust and value we place in our people, their wellbeing and their careers. Capsticks is independently rated as an "outstanding company to work for" .

THE ROLE

The Legal PA's principal role is to provide lawyers with the support they need to perform the task of providing legal services to clients and help them maximise the amount of time they are able to spend on fee-earning and other essential non fee-earning tasks by assisting in the management and execution of their day to day workload. You will be working within a busy Housing and regeneration team. Knowledge of housing/property sector would be an added advantage.

MAIN DUTIES AND RESPONSIBILITIES

The main duties of a Legal PA will include, but are not limited to:

Administrative

In conjunction with relevant business support departments, as appropriate:

• Using an effective system such as a to do list/reminders to ensure that longer term tasks are completed;
• Managing diaries, ensuring they are up to date and reminding lawyers of meetings etc on a daily basis;
• Arranging meetings and virtual meetings using Zoom or Microsoft Teams, booking conference rooms, refreshments, checking rooms prior to meetings etc and liaising with other attendees, both internal and external;
• Organising travel arrangements, booking and confirmation of reservations and dealing with related invoices;
• Photocopying, printing, organising couriers, sending out of letters, faxes, case management system uploads etc;
• Opening and closing of general files, general filing, record keeping and archiving of files;
• Liaising with floor support units over filing, scanning, copying etc.
• Using the Land Registry portal and ordering searches using Searchflow or InfoTrack.

Communication

• Taking internal and external telephone queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner;
• Monitoring post and/or e-mails and dealing with as appropriate and ensuring that all client related correspondence is passed on to an appropriate fee-earner if the relevant person is out of the office;
• Liaising with business support departments on behalf of lawyers as required.

Client Relationship Management

• Be part of client care team and be familiar with the full range of the lawyer's contacts/clients
• Entering, maintaining and updating client details and relevant information of the firm's CRM system;
• Deal with basic queries and general administration, including in relation to hub clients;
• Arrange all client meetings, including client care meetings.

Financial

• Assisting lawyers in ensuring their time is recorded properly and entered onto Elite on a daily basis;
• Assisting lawyers in the billing and credit control process by liaising with the lawyer and Accounts department, to include the production of standard financial/time reports through Aderant;
• Requesting cheques, bank transfers and paying in money received, as appropriate.

Other Duties and Responsibilities

In addition to providing support to the fee-earner(s) to whom they report, a Legal PA should also provide assistance to their immediate colleagues in their department and, where practical, other departments. Team duties will therefore include:

• Assisting others in the office whenever there is spare capacity;
• Picking up telephone calls for other members of the office when they are away from their desk;
• Participating in a lunch time telephone rota within the Legal PA team;
• Assisting other members of the department or office;
• Working effectively with other legal departments and support departments as required; and
• Any other duties as reasonably requested by a person of an appropriate seniority.

SKILLS SET

A Legal PA also has a responsibility to ensure that their skills set is up to date and they are familiar with the firm's internal systems and procedures. This will ensure that they are able to carry out the role effectively and, where appropriate, discuss any training requirements with the relevant person(s).

• Previous PA experience within housing/ property sector beneficial
• Advanced knowledge of OnePlace, Microsoft Word, Outlook, Excel, PowerPoint, and following training Visual Files, Aderant and Winscribe
• Confident typist
• Excellent telephone manner and, after training, competent knowledge of telephone system
• Excellent communication, organisational and team skills
• Excellent attention to detail
• Flexible and dependable, able to take the initiative
• Conscientious & approachable
• Quickly builds respect and trust
• An ability to build a good knowledge of Capsticks, its departments, key personnel, clients, procedures and business practices

Capsticks is an inclusive employer

At Capsticks we value diversity and we are committed to creating an inclusive and supportive working environment where everyone is able to be themselves and reach their full potential. Capsticks is committed to providing equal opportunities for all and therefore we welcome the unique contributions that you can bring in terms of your education, background, culture, ethnicity, race, nationality, sex, sexual orientation, gender identity, age, disability, neurodiversity, religion and beliefs.

We will make reasonable adjustments to our application and interview process to ensure that you have the best chance of success. We understand that there's not a "one size fits all" approach to adjustments so our team will work with you individually to understand more about your requirements. If you have any questions please contact our Recruitment team on: ( [email protected] ).