Secretary - Guildford, United Kingdom - Stevens & Bolton

Stevens & Bolton
Stevens & Bolton
Verified Company
Guildford, United Kingdom

1 week ago

Tom O´Connor

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Tom O´Connor

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Description

Term:

  • Permanent
  • Working hours:
  • Fulltime
  • Practice area:


  • Finance, Restructuring & Insolvency

  • Location:


  • Guildford

  • The RoleThe Legal Secretary will provide a vital service supporting the lawyers in our Finance & Restructuring & Insolvency team. Working alongside one other Secretary the roleholder will support a team of 4 Partners and 8 legal professionals with a broad range of secretarial, administrative and legalprocess tasks. Strong IT proficiency is required as involvement with the billing process and other key IT systems is an integral part of the role.


The below list of job duties is not exclusive or exhaustive and the post holder will be required to undertake such tasks as may reasonably be expected within the scope of this position.


SPECIFIC AREAS OF RESPONSIBILITY

There are four specific core areas of responsibility that the secretary will be required to provide.

Team and Client Support

  • Lead, manage and/or support the billing process/cycle using our practice management system, 3E, including raising and processing invoices, dealing with time allocations/transfers and producing WIP and debt reports
  • Using the New Business Introduction system ("
    NBI") "InTapp" to carry out conflict searches and to open new matters (tagging them appropriately by "case type")
  • Using the client relationship software, "InTapp OnePlace", to record business development and marketing activity, including referrals "in" and "out" of the firm from other legal or professional services firms or other sources of business
  • Proactively seeking work to assist other team members during quieter periods
  • Assist in answering telephone calls promptly at all times
  • Provide cover for other secretaries during breaks, absences and busy periods
  • Act as a point of contact for clients in lawyers' absence, as required

Document management/document production

  • Preparing client engagement letters and dealing with signature of such letters (typically via DocuSign)
  • Provide a comprehensive and timely word processing service for the creation and amendment of documents using Word, Excel and PowerPoint
  • Ensuring documents returned to the lawyers accurately reflect the original request before returning work. This will include proof reading the document, checking spelling, grammar, sense, amendments and presentation
  • Prepare all necessary documentation to support lawyer business trips

Administrative Support

Manage all manner of administration including:

  • File management

Diary/Meeting management

  • Keep lawyers' diaries up to date in Outlook
  • Arrange internal and external meetings, liaising with reception as required
  • Organise and support all travel arrangements
  • Qualifications and Experience
    ESSENTIAL

Educational & Qualification Attainment

  • A minimum of 5 GCSEs including English and maths GCSE at Grade C and above
  • Proven experience of working as a secretary or PA in a professional services environment
  • Strong IT skills generally, including intermediate knowledge of Word, Outlook and Excel 2010
  • Good numerical skills

Skills, Aptitude & Experience

  • Proactive and selfmotivated, demonstrating ability to use initiative and forward thinking
  • Proven ability to learn and master new IT systems, internal processes and procedures
  • Excellent accuracy and attention to detail
  • Excellent organisation skills
  • Proven ability to perform under pressure to see work through to completion / to meet tight deadlines / to manage competing tasks / deadlines
  • Resilient and calm with a confident and professional demeanour
  • Team player and a proven ability to adapt to different lawyer styles and requirements
  • Proven ability to build a positive rapport with clients and other employees
  • Excellent English and grammar
  • Flexible work ethic to meet the Firm's requirements

DESIRABLE - these are skills/ aptitude and experience which we would prefer someone to have, but are not essential

  • Specific knowledge and experience of legal documentation, including the legal billing process
  • Expertise with IT software customarily used by professional services firm, e.g. Thomson Reuters 3E and NBI systems, such as "Intapp Open" and "OnePlace"
  • Intermediate knowledge of PowerPoint
  • The FirmStevens & Bolton making a positive difference to your career
Stevens & Bolton is a UK law firm with over 250 staff.

Of those around 150 are lawyers, approximately a third of them partners, many of whom chose to join us from City law firms.

Our office is based in Guildford and our staff work from here and also flexibly.


We've made excellence the hallmark of our firm: in the clear advice we give, in the enduring client relationships we build and in our proactive and highly responsive service.

We seek to recruit people who will help us maintain and build on this, and in return we offer excellent long-term career and development opportunities.

You'll work with people who listen, a
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