Job Details

Owen Reed are recruiting for a Virtual Senior Legal Secretary/Elite Billing Specialist.  This role is a homeworking role.

MAIN DUTIES AND RESPONSIBILITIES

Senior Secretary:

Take ownership for the efficient running of the team - acting as an senior team member by setting a good example to more junior team members

Play an active role in knowledge sharing to ensure growth and development

Act as workflow supervisor, when required

Ensure urgent work is promptly completed or delegated to the appropriate team member

Assist the hubs in providing fee earners with effective and high quality secretarial support

Undertake all aspects of the role using the most appropriate tools and resources for the task to meet deadlines
demonstrates flexibility and proactively contribute to the team's success by actively seeking to improve working processes

Ensure all work is undertaken in the correct priority order

Communicate with Team Coordinators/Team Leaders to keep them appraised of a task's status

Engage in mutual delegation of tasks between team members and assist the team to meet deadlines
ensures clear and concise record keeping relating to tasks undertaken and correct filing of tasks and supporting materials (e.g. email instructions / discussions)

Follow team processes and procedures when undertaking tasks

Collaborate with team members on team processes, procedures and solutions - ensuring more junior members of the team understand and adhere to these

Actively participate in team meetings

Working collaboratively with the rest of the team, to deliver and provide superior secretarial service by:

Undertaking work requiring high level skills and expertise
Developing specialist expertise 
Supporting the virtual secretarial team by ensuring the timely completion of the team's shared work, ensuring work of an appropriate level is dealt with according to priority
Demonstrating flexibility with working practices in line with the business need, especially in times of pressure/ high workload
Utilise skill in influencing stakeholders - quickly building rapport through pro-active development of close professional relationships and actively attempts to influence events to achieve goals
Going beyond what is necessarily called for, anticipating and preparing for a specific opportunity or problem that is not obvious to others
Ensuring accurate and timely use of our practice management system (Elite) to facilitate matter opening, matter closure. Generating accurate billing including reports and draft bills
Demonstrating exemplary file management of instructions and emails and in a practical and easy-to -use manner
organizing meetings, ensuring rooms and conference facilities, video conference facilities are booked, liaising with attendees if necessary and making sure that any required catering and technical equipment is in place
editing documentation, in line with the Style Guide, templates and precedents
Any other secretarial or administrative duties as required