Job Details

Ideally, prospective candidates will have prior legal secretarial experience working within the Corporate and/or Employment teams of a large commercial practice.

Department: Corporate & Commercial and Employment

Reports to: Head of Corporate & Commercial

Main function of job

To provide secretarial services to all fee earners within the teams who are based in Tunbridge Wells

Main Duties

· To undertake the following specific duties for assigned lawyers:

· Taking phone messages;

· Checking fee earner’s emails and updating calendar appointments; and Manual and electronic filing of emails and documents

· To provide/undertake the following duties for all fee earners within the teams alongside the other secretaries:

· Word process all necessary documents from hand-written notes or by transcribing digital dictation;

· ensure the smooth flow of documents and correspondence in and out of the team (including monitoring and picking up digital dictations;

· Maintain up to date hard copy files by regularly printing off emails and documents for lawyers and filing them;

· Carry out photocopying, maintain stationery and other supplies, book meeting rooms and arrange refreshments for meetings;

· Answer telephone, route calls and take messages;

· Open new matters and assist lawyers with completing file opening procedures (electronic and hard copy) and anti-money laundering checks;

· Prepare agendas, compile spreadsheets of new clients/new matters, prepare minutes of meetings;

· Co-ordinate diaries, organise travel bookings, internal and external meetings and lunches;

· Assist with the induction of trainee solicitors and introduce him/her to the Corporate & Commercial and Employment team’s procedures, policies and precedents;

· Prepare PowerPoint slides, maintain marketing databases and Outlook contact details, including changes to distribution lists;

· Printing off Excel spreadsheets emailed by clients to lawyers; and investigate administrative errors and take corrective action;

The successful candidate will be expected to work with other secretaries on the ‘floor’, within the Commercial Group, or across the firm, by picking up work or covering at times when the workload is light or the successful candidate’s assigned lawyers are away from the office for whatever reason or at times of urgent business need.

Administration tasks for the team including dealing with lawyers’ expense claims.

Any other reasonable duties assigned from time to time.

Specialist Skills Required

Excellent IT skills, in particular Word. Excel and PowerPoint experience important. Experience in working with a legal Practice Management System would be helpful. Strong telephone skills. Confidence working around figures.

Personal Skills Required

Demonstrate initiative, common sense and be pro-active where appropriate. Interest in legal matters and understanding of the need for confidentiality. A well-organised, careful, conscientious and enthusiastic approach. Ability to work alone and as part of a team. Ability to work under pressure and to deadlines, planning time and priorities. Confidentiality and absolute discretion to support equity partners in management and partnership matters. Clear speaking and writing. Good grasp of the English language – spelling, punctuation and sentence construction. Enjoy contact with others, good social skills including tact, patience, understanding and persuasiveness. Smart appearance.

Qualifications/education required

Good standard of general education. Numerate and literate. Good IT skills and aptitude. Prior experience as a legal secretary desirable.

Assertive Solutions is acting as an Employment Agency in relation to this vacancy and are committed to equality and opportunity for all candidates.

Please take a look at our website www.assertive-solutions.co.uk for a full list of our current vacancies.