Overview

Please note this is a 6 month fixed term contract, Wednesday to Friday – 21h.

We are seeking to recruit a secretary to provide support to a number of fee earners. The team currently comprises 19 fee earners, 4 paralegals, 3 administrators and 5 secretaries. Working as part of a team, you will be required to provide an excellent standard of secretarial support to the Clinical Risk team. You will also be required to provide support across other practice groups as and when required.

Core responsibilities

Able to working independently:

• Supporting 4/5 fee earners and providing cover for fee earners in team members absence
• Proactively manage diaries
• Effective prioritisation of tasks whilst managing a full workload
• Liaise and build relationships as appropriate with clients and their support staff
• Book client and internal meetings
• Booking hotels, flights, car hire and travel
• Submitting expenses for fee earners
• Prepare correspondence and documents from digital dictation
• Answer and make telephone calls
• Manage the case management system (Solcase)
• File, archive, photocopy, scan and fax documents as and when required
• Ensure that client contact information is kept up to date
• Proactively assist with ad-hoc business development and communications activities e.g. client contact reports, delegate packs, meet and greet/refreshments for client meetings and forums etc.
• Maintain a level of individual knowledge required for the role
• Effectively work with fee earners and secretarial team members
• Help maintain a clean office and clear desk
• Handle confidential information in line with the firm’s data security protocols
• Encrypt and send correspondence using Zylpha, Sharefile and PDF documents
• Upload documents to Client’s Case Management System
• Prepare bundles – working alongside team administrators

Key skills

• Previous secretarial experience within a legal/professional services environment, ideally within a Clinical Negligence team 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
• 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
• Demonstrable ability to multitask and prioritise a full workload under pressure and the ability to work independently