Secretary

1 month ago

Guildford, United Kingdom Stevens & Bolton Full time

Term:
- Permanent- Working hours:
- Full-time- Practice area:
- Commercial Real Estate- Location:
- Guildford- The RoleTo provide a first class professional support service to our Real Estate team, resulting in the overall team operating smoothly and efficiently.

**SPECIFIC AREAS OF RESPONSIBILITY**

**Team and Client Support**
- Lead, manage and/or support the billing process/cycle using our practice management system, 3E, including raising and processing invoices, dealing with time allocations/transfers and producing WIP and debt reports
- Using the New Business Introduction system (“NBI”) “InTapp” to carry out conflict searches and to open new matters (tagging them appropriately by “case type”)
- Using the client relationship software, “InTapp OnePlace”, to record business development and marketing activity, including referrals “in” and “out” of the firm from other legal or professional services firms or other sources of business
- Proactively seeking work to assist other team members during quieter periods
- Assist in answering telephone calls promptly at all times
- Provide cover for other secretaries during breaks, absences and busy periods
- 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

**Document management/document production**
- Provide a comprehensive and timely word processing service for the creation and amendment of documents using Word, Excel and PowerPoint
- Ensuring documents returned to the lawyers 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

**Administrative Support**

Manage all manner of administration including:

- File management
- Undertake photocopying/scanning of confidential documentation

**Diary/Meeting management**
- Diary management and support for the team
- Arranging internal and external meetings, liaising with reception as required
- Organising and supporting all travel arrangements

**Performing any other relevant tasks required to provide support and assistance to the team**
- Qualifications and Experience- A minimum of 5 GCSEs (or equivalent) including English and maths GCSE at Grade C and above
- Intermediate knowledge of Outlook and Word
- Intermediate formatting skills
- Intermediate knowledge of PowerPoint and Excel
- Good numerical skills
- Excellent English and grammar
- Proven ability to learn new IT systems, internal processes and procedures
- Proven experience of working as a secretary within the legal environment, with knowledge of legal proceedings and documentation

**Personal attributes**
- Resilient and calm with a confident and professional demeanour
- Good interpersonal and communication skills are essential
- Proven ability to demonstrate effective time management skills and the ability to prioritise a varied workload appropriately
- Proactive and self-motivated, demonstrating the ability to use initiative
- Proven ability to be a team player
- Proven ability to build a positive rapport with clients and other employees
- Excellent organisation and administration skills
- Excellent accuracy and attention to detail
- Flexible work ethic to meet the Firm’s requirements

**Desirable **- these are skills/ aptitude and experience which we would prefer someone to have, but are not essential
- Specific knowledge and experience of legal documentation, including the legal billing process
- Expertise with IT software customarily used by professional services firm, e.g. Thomson Reuters 3E and NBI systems, such as “Intapp Open” and “OnePlace”
- The FirmStevens & Bolton - making a positive difference to your career

Stevens & Bolton is a UK law firm with over 250 staff. Of those around 150 are lawyers, approximately a third of them partners, many of whom chose to join us from City law firms. Our office is based in Guildford and our staff work from here and also flexibly.

We’ve made excellence the hallmark of our firm: in the clear advice we give, in the enduring client relationships we build and in our proactive and highly responsive service. We seek to recruit people who will help us maintain and build on this, and in return we offer excellent long-term career and development opportunities.

You’ll work with people who listen, and who actively and willingly support one another within a collaborative and engaging environment. We genuinely care about our people and strive to build and maintain a diverse, inclusive and happy workforce.

We have a strong commitment to diversity and inclusion (D&I). This drives a strategy which focuses on constant promotion of an inclusive culture that encourages everyone to realise their full potential and be themselves at work. In 2020 we were shortlisted for “Best D&I Initiative” at The HR Awards and for

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