Overview

Job Introduction

Forming an integral part of an established team of secretaries, the main purpose of this role is to provide an excellent standard of secretarial support to a team of fee earners across the practice area in London. This is a part time vacancy working14 hours a week over Thursday and Friday and is a 6 months FTC.

Role Responsibility

Able to work independently, pro-actively and with accuracy, key responsibilities include:

  • Proactive diary management and co-ordination
  • Effective prioritisation and ownership of tasks whilst managing a full workload
  • Providing a first class client-facing service, liaising positively with clients and their support staff over the phone, email and in person, and building relationships as appropriate
  • Booking client and internal meetings, video and audio conferences
  • Accurate and timely preparation of correspondence, agreements and other documents, including from digital dictation
  • Creating and editing spreadsheets and Powerpoint presentations, making the most of available technology and showing appropriate creativity to maximise professional impact of documentation
  • Confidently managing large documents, creating versions, amending, proof reading and creating comparisons to highlight changes
  • Opening and closing files
  • Filing, archiving, photocopying and scanning documents as and when required
  • Ensuring that client contact information is kept up to date on relevant systems
  • Assisting with the booking of travel and accommodation arrangements
  • Proactively assisting with ad-hoc business development and communications activities e.g. client contact reports, delegate packs etc.
  • Building and maintaining a level of individual knowledge required for the role
  • Providing  billing, cash collection and accounts support to fee earners
  • Assisting with incoming billing, cash collection and accounts queries and liaising with internal support teams to resolve issues quickly and effectively
  • Helping maintain a clean office and clear desk
  • At all times handling confidential information in line with the firm’s data security protocols

The Ideal Candidate

  • Previous secretarial experience within a legal/professional services environment is preferred (however not essential) with a minimum typing speed of 65wpm.
  • Qualified to a minimum of 5 GCSEs (including a grade C in English and Maths) or equivalent
  • A secretarial NVQ / Diploma or equivalent would be beneficial but is not essential
  • Must have good IT skills, particularly in Microsoft packages (including each of Outlook, Word, Powerpoint, Excel) and prior experience of working with a case management system is preferable.
  • Good working knowledge of Elite accounts software
  • An excellent eye for detail with a concern for quality and accuracy
  • A focused client service approach is essential
  • Team oriented and collaborative with a flexible, can do attitude
  • Ability to communicate clearly and concisely orally and in writing