Senior Secretary

Job Description:

Stone King have an exciting opportunity available for a Senior Secretary to join the Trusts and Estates Team based in Bath. The successful Senior Secretary will receive a competitive salary. The role The post is for a full-time Legal Secretary to provide support and assistance to fee earners within the Trusts and Estates Team of our Bath office as well as act in a supervisory capacity in relation to other members of the secretarial pool. You will work closely with three other (part time) personal assistants in a pool looking after the needs of 10 solicitors (four of whom work part time). Your Tasks General secretarial duties to include - - Dealing with clients in person and on the telephone; - Typing and processing of correspondence and documents (to include using the firm's house style, formatting, track changes etc.); faxing; filing (both electronically and physically); photo-copying; preparing post; arranging couriers; - General file management - Raising bills and liaising with the accounts department on preparation and payment of bills and other accounts queries; - Managing fee earners diaries; arranging meetings (booking room/printing necessary materials/documents) - Being proactive on files and helping to ensure a matter progresses; - Noting key dates and ensuring key marketing information is captured; - We have a meeting room hostess but there might be occasions where it would be necessary to provide refreshments for client meetings; - Making full use of the firm's document management system; - Using other file management systems as and when required, such as a probate work flow package; - Understanding Lexcel requirements and helping to ensure files are Lexcel compliant; - Familiarising yourself with the Office manual and the firm's procedures and applying firm and departmental procedures consistently to ensure uniformity of approach; - Attend team meetings - Tracking of tasks/commitments requested by colleagues - Dealing with any administrative tasks required by your immediate fee earners Drafting of straightforward documents (with training) for example - - Simple wills - Lasting Powers of Attorney including registration - Terms of engagement - Dealing with routine correspondence Senior Secretary role - additional duties: - Supervising secretarial pool and ensuring work is allocated fairly and evenly to each secretary including non-typing tasks. - Managing fee earners appointments to ensure all documentation required is available in advance or meetings are covered/rearranged in the event of absence. - 'Floor walking' to ensure that fee earners have sufficient support and dealing with general enquiries as they arise. - Ensuring (with assistance from fee earners) standards of work are sufficiently high and addressing issues (with assistance from fee earners as required) relating to quality as they arise. - Ensuring that all procedures for filing, work production, billing etc are (as far as reasonably practical) standard across the secretarial pool and are consistently adhered to. - Delegate tasks effectively, whilst retaining good working relationships with colleagues. - Liaise between fee earners and secretarial pool, dealing with issues on behalf of secretarial pool and feeding back to Team Manager/Head of Team as appropriate. Skills required as our Senior Secretary - Proficient IT and keyboard skills ( to include Word and Excel) - Proactive with an active interest in the team - Excellent inter-personal skills when