Legal PA - Housing & Regeneration

at  Capsticks Solicitors LLP

THE DIVISION

This is an exciting opportunity to be part of our nationally recognised housing and regeneration team who primarily advise and assist Registered Providers of Social Housing across the country in the delivery of new affordable housing.

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 the housing/ property sector would be preferable)
• 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

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.

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;
• 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.

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 the housing/ property sector would be preferable)
• 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 practice