- Effective prioritisation and ownership of tasks whilst managing a full workload
- Providing a first class client-facing service, liaising positively with clients and their support staff over the phone/Teams, email and in person, and building relationships as appropriate
- Booking client and internal meetings, video and audio conferences
- Helping to set up new clients by getting Client identification documents, Company reports, Creditsafe reports etc and completing New Client Administration Forms
- Accurate and timely preparation of correspondence, agreements and other documents, including from digital dictation
- Creating and editing spreadsheets and PowerPoint presentations, making the most of available technology and showing appropriate creativity to maximise professional impact of documentation
- Amending documents, proof reading and creating comparisons to highlight changes
- Updating MI in the team's case management system
- Generate and manage client specific reports
- Preparing document bundles for fee earners
- Opening and closing files
- Preparing engagement letters, diarising key dates and managing files on both the case management system as well as the H drive.
- Filing, archiving, photocopying and scanning documents as and when required or co-ordinate through general office
- Ensuring that client contact information is kept up to date on relevant systems
- Assisting with the booking of travel and accommodation arrangements
- Arrange client events, meetings and training sessions
- Book attendance at external seminars
- Liaising with Counsel, other legal representatives and outside agencies (Office Services etc)
- Proactively assisting with ad-hoc business development and communications activities e.g. client contact reports, delegate packs etc.
- Building and maintaining a level of individual knowledge required for the role
- Implement DAC Beachcroft Way with regard to filing (client generated and administrative, e-filing and paper filing, document versions, sub-folders etc.), archiving and maintaining a comprehensive electronic file of record
- Supporting Newcastle and Leeds during secretarial absences, in particular covering non-work days
- Prepare expense claims;
- Complete all accounts forms;
- Providing billing, cash collection and accounts support to fee earners, including monthly invoice generation, monitoring work-in-progress and tracking paid/outstanding invoices;
- Assisting with incoming billing, cash collection and accounts queries and liaising with external and internal support teams to resolve issues quickly and effectively;
- Assist fee earners in all matter financial management and disciplines. Working with Finance to ensure client balances are dealt with, bills are sent out promptly and that debt is proactively kept on top off. Where necessary, attend monthly meetings with your fee earners and Finance and take forward actions agreed from those meetings.
- Use Outlook for reminders and tasks to ensure that all bring-forward matters and important dates are highlighted;
- Proactive diary management: scheduling and re-scheduling appointments (both internally and externally) as appropriate, using the electronic diary;
- Book meeting rooms, arrange lunches, travel arrangements and all other appointments as required by the fee-earners; liaising with Travel Champions re complex travel.
- Helping maintain a clean office and clear desk;
- At all times handling confidential information in line with the firm's data security protocols;
- Supporting on cost-saving initiatives such as cheaper travel options;
- Regularly liaising with fee earners within your group and your STL to keep them updated as to workflows; ensure you keep your fee earners updated re deadlines for work;
- Share knowledge within the team relating to any changes within external client set ups e.g. client contacts leaving/joining the client etc;
- Advising accounts/IT of any change of address/telephone numbers/change of name of any external client so that databases are updated;
- Any other duties as may be reasonably required for the performance of your role.
- Previous secretarial experience within a legal/professional services environment, ideally within an Employment team, is preferred (however not essential) with a minimum typing speed of 65wpm.
- Qualified to a minimum of 5 GCSEs (including a grade C in English and Maths) or equivalent
- A secretarial NVQ / Diploma or equivalent would be beneficial but is not essential
- Must have good IT skills, particularly in Microsoft packages (including each of Outlook, Word, Powerpoint, Excel) and prior experience of working with a case management system is preferable.
- Good working knowledge of 3E accounts software
- An excellent eye for detail with a concern for quality and accuracy
- A focused client service approach is essential
- Team oriented and collaborative, with a flexible can do attitude
- Ability to communicate clearly and concisely orally and in writing
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Description
Role Responsibility
Secretarial support
Financials (primarily assisting Newcastle where required)
Diary management
General
The Ideal Candidate
