Secretary

4 months ago


Newport, United Kingdom JM Selection Full time

**Secretary**

General Role

To provide typing and administrative support to the Partners/Heads of Dept. and other Fee Earners in the Departments to enable them to operate at optimum efficiency.

Role Responsibilities
- To support your fee earners by ensuring all routine administrative processes are managed along with managing diary commitments.
- To prepare correspondence through audio typing and word processing.
- To deal with routine post, drafting straightforward replies as appropriate.
- To administer filing relating to all matters by undertaking daily filing, opening, closing storage and retrieval of client files in accordance with the procedures contained within the office manual
- Resolving debit or credit balances on files enabling them to be closed
- To process billing on files correctly and in accordance with instructions
- To ensure protocols are in place to protect the confidentiality of both the firm’s and clients’ documentation and information.
- To manage diaries, take minutes of meetings and circulate as appropriate.
- To prepare mail and enclosures for dispatch.
- To ensure that all necessary photocopying is carried out.
- To provide support to other secretaries as required.
- To attend to clients in person or on the telephone, providing support in a professional and friendly way and ensuring the firm’s standards for client care are maintained.
- To deal with clients' queries whenever possible and referring matters to the fee earner as and when necessary.
- To undertake any specific training identified as necessary to update skills or improve performance.
- To ensure focused concentration regarding the handling of sensitive data, in accordance with the Data Protection Act and the Firm’s Confidentiality Policy.

Role Requirements

Essential
- To be fully trained and have experience in secretarial and administrative practices
- To have excellent word-processing and audio typing skills with proven high standards of accuracy, quality and timeliness
- The ability to use own initiative and make basic decisions in relation to client matters.
- Self-motivated with the ability to meet tight deadlines.
- Good mathematical skills
- A sensible and professional approach to work.
- The ability to work effectively under pressure.
- Effective communication skills both verbally and in writing including the ability to draft replies to routine correspondence
- Strong organisational skills with the ability to prioritise and reallocate work accordingly
- Absolute discretion with sensitive data, practicing a focused attitude when dealing with such.

Desirable
- Experience of working in a legal office in a secretarial or administrative capacity.
- Experience of working with Case Management systems, preferably Partners 4 Windows
- An understanding of billing, accounts ledgers and account management.

**Job Types**: Full-time, Permanent

**Salary**: £22,500.00-£25,000.00 per year

**Benefits**:

- Company pension
- Life insurance
- On-site parking

Schedule:

- Day shift
- Monday to Friday

Work Location: In person


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