Family Secretary
4 weeks ago
We are seeking a highly organized and efficient secretary to provide administrative support to our partner and family solicitors. As a key member of our secretarial team, you will be responsible for ensuring the smooth operation of our family department.
Key Responsibilities:- Arrange appointments and deal with client queries in person and by phone, preparing correspondence and documents via digital dictation.
- Filing, photocopying, and opening/closing client files in a timely manner.
- Regularly review client files and liaise with partner and fee earners on any necessary actions.
- Maintain and coordinate diaries and diary notes, reporting on these as required.
- Provide secretarial support to other departments and family solicitors in other offices as needed.
- Ensure compliance with our firm's accounts and administrative disciplines and procedures.
- Agree clear objectives linked to our firm's business plan and participate in the performance management system, assessing performance and providing feedback as necessary.
- Develop a personal development plan and evaluate the impact of training on achievement.
- Identify the standards and systems required to continually improve our client service.
- Comply with all relevant firm policies and procedures.
- Ensure confidentiality on all matters and recognize that any breach of this confidentiality will be treated seriously.
- Relevant secretarial experience gained from within a busy legal practice (Family).
- CILEX Legal Secretarial Diploma or equivalent (an advantage).
- Both literate and numerate.
- Competent in the use of MS Word and Outlook (Professional) gained in a working environment, preferably the legal industry.
- Accurate in producing high-quality correspondence.
- Proficient audio typist.
- Familiar with transcription via Digital Dictation (desirable).
- Familiarity with using a Practice Management System (Partner/Tikit).
- Clear verbal and communication skills.
- Team working (flexible and adaptable to the needs of the team).
- Uses initiative in dealing with incoming queries.
- Ability to work on own initiative.
- Confident and assertive while sympathetic and understanding towards clients who may be distressed, remaining professional at all times.
- Ability to balance priorities to meet sometimes demanding deadlines.
- Keen to ensure the needs of clients are met wherever possible.
- Attention to accuracy and detail.
- Clean and presentable in appearance.
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