Legal Secretary/Operations Asst

Legal Secretary/Operations Asst

Alconbury

£20-25k

Hours: 8.45 am to 5.45 Mon to Thurs and 8.45 am to 5.15 pm Fridays

 

We take an active, hands-on and long-term approach, getting to know our clients and their businesses over many years. That means we can anticipate and deal with complex and challenging issues that really matter – not just to the success of the businesses themselves but to the wellbeing of the families that depend on them.

 

Many of our 26 partners trained with us. That has been one of the keys to our success and we aim to continue to grow organically, while bringing in additional expertise where needed to meet our strategic goals.

As you would expect, we are looking for people with proven intellectual ability, a commercial approach, excellent interpersonal skills and, most of all, the drive to exceed our clients’ expectations. In return, we offer competitive salaries and the chance to grow with us.

Key Responsibilities

Personally taking a hands on approach to operational and secretarial duties, in order to provide an efficient service , in keeping with the Company’s standards for client care projecting a professional image at all times.

Ensuring routine and regular maintenance tasks are undertaken in the building to ensure the comfort and security of the staff

Be aware of and assist with health and safety

Deal with all incoming and outgoing mail, deliver and collect mail to and from post office or post box and within the locality as required

Maintain paper stock levels in all print machines each morning

Maintain stock levels in all kitchens each morning

Order stationery and housekeeping supplies on regular basis in liaison with the Operations Team

Keep supplies and stationery storage areas tidy

Attend to clients both in person and on the telephone. Handling voicemails and acting upon their content in an effective manner

Make appointments, arrange meetings and maintain manager/fee earners diary as appropriate.  Provide refreshments for clients and meetings as required, ensuring meeting rooms are cleared and tidy prior to and after meetings

File archiving within SOS

Retrieving files and subsequently returning them to outside storage

In liaison with both office based fee earners and Business Support Team Leader, transcribe and prepare all correspondence and documents through audio typing and word processing, using Company precedents where appropriate, ensuring proof reading completed

Draft confidently simple memos, emails and letters

Operate case management system including storing documents electronically – organizing and attaching to relevant matters

Familiarity of all relevant computer packages including, but not limited to PDF Docs, Document Conversing and Tracked Changes

Deal with administrative routines as required to include scanning, faxing , printing and photocopying

Be involved in the efficient management of client/matter files to include general filing (both electronic and paper) in a timely and accurate manner together with file opening, preparation of client care letters and terms and conditions, file closure, archiving and retrieval and return from storage as required

Meet clients’ needs and ensure they are kept advised as necessary, under the direction of the fee earner

Work within relevant administrative systems and procedures, particularly in the management of finances, recording time, preparation of bills, correspondence and documents

Ensure the confidentiality of all the Company’s and clients’ documentation and information

Appreciation of legal procedures and Company protocols

To undertake any specific training when required to do so and overall to have a responsibility towards self-development/endeavouring to improve own standards and further training

Works towards achieving Microsoft Word Accreditation at Basic Level

Demonstrates a typing speed of at least 65 wpm/90% accuracy

Any other reasonable request by members of staff

 

 

 

Skills and Experience

Excellent organisational and co-ordination skills

Ability to prioritise and organise resources to get things done, whilst remaining calm and responding well in pressurized situations

Experience of working in a professional organisation

Experience of working in an internal customer facing role

Evidence of a ‘can-do’ attitude and good work ethic

Experience of working in a team – flexibility to be a member of a support team and assist with work as required, co-operating with peers and others well, ensuring a harmonious and co-operative team environment

Evidence of problem solving skills and ability to work under pressure

Excellent communication skills in both written and verbal – able to communicate at all levels

Legal secretarial experience  desirable, demonstrating basic knowledge of work done by fee earners

Audio/copy typing skills – digital dictation desirable

Excellent accuracy and  attention to detail

To apply for this job email your details to chris@rsoltd.com