Legal Secretary

Legal Secretary - Corporate & Public Law TeamJob & Person SpecificationFebruary 2007

Job Specific Background

The main function of this role is to provide a full secretarial and administrative role to a consultant within the team and the new fee earners joining in the Spring. Your work will include typing correspondence and documents, being responsible for managing documents and papers, arranging meetings and making travel arrangements.

Main duties and responsibilities
1 Secretarial support
1.1 Organising daily routine to ensure that all typing, correspondence, documents and instructions, either given by digital dictation, verbally, hand written or electronically, given to you are completed accurately and on time.
1.2 Being aware of the layout of documents, forms and letters, and ensuring that these conform to the companies house style.
1.3 Photocopying, collating and presenting documents to the required standard seeking guidance and assistance from the Reprographics department as appropriate.
2 Administrative Support
2.1 To ensure that the filing is kept up to date on a daily basis and accessible to fee earners at all times in accordance with CSS standards.
2.2 Diary management of specific and team fee earners as and when requested ensuring that meetings and rooms are booked well in advance and catering provided if necessary as well as organising travel arrangements for fee earners.
2.3 Other admin duties as and when required in line with business need.
3 Client relationships
3.1 Answering the telephone promptly in accordance with CSS standards and ensuring clients' queries are dealt with quickly and efficiently by transferring to your fee earners or taking messages and transmitting them to the appropriate person. This may involve providing a service to clients when fee earners are regularly attending meetings or out of the office.
3.2 Taking responsibility for understanding the work of the firm, and of the group and team in particular, in order to be able to refer client queries to the appropriate team.
4 Systems and procedures
4.1 Equipment
4.1.1 Being conversant with the use of technology and equipment in order to operate effectively e.g. photocopiers, fax machines, PCs, scanners etc.
4.2 Software
4.2.1 Able to meet the level of competence required in the current software packages in order to get the best out of the firm's investment in technology e.g. Word, Desktop, Outlook, PMS, iManage, Interaction and if applicable Excel and PowerPoint .
5 Reliability and Flexibility
5.1 Demonstrate flexibility in order to ensure that work is completed according to deadlines and the demands of the business are met.
6 Communication and teamwork
6.1 Being aware of the lines of authority within your group and using the team and group structure to suggest ways of improving working practices and to deal with any queries or problems arising in relation to your day to day work.
6.2 Taking responsibility for your own work load:
(a) liaising with your Group Co-ordinator regarding overload/underload of work and overtime arrangements;
4.2.2 ensuring your availability at all times during your contracted hours;
4.2.3 an openness to working overtime if asked; and
4.2.4 being prepared to assist other group members or departments as required to cover holidays, sickness and heavy workloads.
6.3 Working effectively with support departments in order to provide the best possible service to our clients:
(a) completing the required forms for postal services and reprographic requirements
(b) by following accounts department procedures
6.4 Attending group or team meetings as required.
7 General duties
7.1 Attending any meetings or training sessions as required.
7.2 Taking responsibility for your own personal development by suggesting any training or new skills which you feel would enhance your performance in your job.

Person Specification

Skills, Knowledge and Experience
Essential4 GCSE's Grades A - C including Maths and English or EquivalentExcellent knowledge of Word XP, track changes and OutlookStrong audio typing skillsIT literate and a willingness to learn new skillsExcellent accuracy and attention to detailExcellent grammar, spelling and punctuationProven ability to organise a variety of tasks on a daily basisPrevious secretarial experience DesirableExcel and PowerPointPrevious legal secretarial experience
Personal Skills and Attributes
The desired individual will have a proactive attitude to their work with the confidence to deal with enquiries in their fee earners absence. Excellent communication skills and the ability to work as a team are paramount as is the ability to build sustainable relationships with both clients and fee earners.

Agency/Employer: Neaves & Neat Employment Services Ltd
Town or City: Cambridge
Location: Cambridgeshire
Sector: Law
Related Job Titles: Team Secretary
Permanent/Contract: Permanent, Full time
Experience: 0 years
Date: 09-03-2007
Salary: 20000 British Pound / Year

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