Secretary

2 weeks ago

Guildford, United Kingdom Stevens & Bolton Full time

Term:
- Permanent- Working hours:
- Full-time- Practice area:
- Commercial Dispute Resolution- Location:
- Guildford- The RoleTo provide a high-quality, professional support service to the Commercial Litigation team. The wider team currently consists of 5 Partners, a team of 9 lawyers, a professional support lawyer and two secretaries.

Our S&B secretaries have previous administrative/ secretarial/ PA experience and utilise their strong team working skills, commitment to delivering exceptional client service and proactive approach to make a positive difference. Good interpersonal skills are important in this role, as is empathy, and a caring style (caring both about your colleagues and about the outcome of each task you perform) together with a willingness to adapt your style and approach to your colleagues’ needs to see different tasks through to completion.

The below list of job duties is not exclusive or exhaustive and the post holder will be required to undertake such tasks as may reasonably be expected within the scope of this position.

**Partner support**

Perform key administrative tasks as required by the partners. Oversee administrative work performed by an admin assistant and delegate tasks, as required.

**Administration and general partner support**
- File management
- Undertake photocopying/ scanning of confidential documentation
- Carry out management of e-post and correspondence (internal and external) including drafting replies to routine correspondence when required
- Lead, manage and/or support the billing process/cycle using our practice management system, 3E, including raising and processing invoices and payments, dealing with time allocations/transfers, and producing WIP and debt reports
- Use the New Business Introduction system (“NBI”) “InTapp” to carry out conflict searches and to open new matters
- Use the client relationship software, “InTapp, OnePlace”, to record business development and marketing activity, including referrals “in” and “out” of the firm
- Support partners with business development activities as required e.g., pitch documents, scheduling meetings etc
- Take notes at meetings as required
- Internet research
- Assist in answering telephone calls promptly and relaying messages back to partners accurately and in a timely manner
- Provide cover and support for other secretaries during breaks, absences, and busy periods, particularly during an annual overseas conference
- Act as a point of contact for clients in lawyers’ absence, as required
- Support with internal projects relating to the team, or operational matters, as required
- Regularly offer assistance wherever possible
- Proactively seek work to assist other team members during quieter periods

**Document management/document production**
- Provide a comprehensive and timely word processing service for the creation and amendment of documents using Microsoft Word, Excel, and PowerPoint
- Ensure documents returned to the partners accurately reflect the original request before returning work. This will include proof-reading the document, checking spelling, grammar, sense, amendments, and presentation
- Prepare, collate, and index legal documents

**Diary/meeting management**
- Diary management and support for the partners
- Arrange internal and external meetings, liaising with reception as required
- Arrange travel and hotel bookings for the partners
- Perform any other relevant tasks required to provide support and assistance to the team, when required.
- Qualifications and Experience- A minimum of five GCSEs (or equivalent) including English and maths GCSE at grade C and above
- Intermediate knowledge of Microsoft Outlook, Word, PowerPoint, and Excel
- Intermediate formatting skills
- Good numerical skills
- Excellent English and grammar
- Proven ability to learn new IT systems, internal processes, and procedures
- Proven experience of working as an administrative assistant, secretary, or PA ideally within a legal environment _(not essential)_
- Specific knowledge and experience of legal documentation, including the legal billing process _(desirable not essential)_
- Expertise with IT software customarily used by professional service firms, e.g. Thomson Reuters 3E and NBI systems, such as “Intapp Open” and “OnePlace”_ (desirable not essential)_

**Personal Attributes**
- Good interpersonal and communication skills; excellent accuracy and attention to detail
- A commitment to excellence and to delivering high levels of service
- Highly organised with strong time management skills and the ability to prioritise a varied workload
- Proactive and self-motivated with a practical, can-do approach
- Initiative and personal responsivity for own work and accountability for its quality
- Proven team player with an ability to build a positive rapport with clients and other employees
- Resilient and calm
- Ability to adapt and to build relationships
- Flexible work ethic to meet the firm’s re

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