JOB DESCRIPTION – FULL-TIME SECRETARY
Hours of work : Monday to Friday 9.00 am to 5.00 pm with one hour unpaid break for lunch
Holiday entitlement : 20 working days plus public holidays per year – pro rata
- The role is to provide direct support to the private client department to enable optimum efficiency. This will include, but will not be limited, to the main responsibilities given below. A high degree of self management and initiative is expected. The role is as a team member and to work for all fee earners in the department.
- Preparation of correspondence and documents through digital dictation, word processing and copy typing with speed and accuracy.
- Maintaining fee earner's diaries including computerised diaries; making appointments, arranging meetings.
- Efficient use of case manager systems.
- Dealing with telephone enquiries.
- Undertaking general office duties, eg photocopying, emailing, faxing.
- Preparation of mail for dispatch.
- Taking and passing on messages to the appropriate person; taking the initiative to deal with administrative/process enquiries.
- Dealing with web enquiries.
- Maintaining case files in good order on a daily basis, which includes the opening, closing, archiving and retrieval of files in accordance with the firm's procedures.
- Dealing with clients calling into the office.
- Dealing with Land Registry applications and requisitions.
- Performing these tasks reliably and with attention to neatness and detail.
- Complying at all times with the firm's policies and procedures.
- Ensuring the confidentiality of all the firm's and clients' documentation and information.
- Undertaking any specific training when required to do so and overall to have a responsibility towards self development.
- Providing clients with both telephone and personal support in a professional and courteous manner.
Other Office duties
- To work as part of a team and be included in rotas for the provision of a reception service and other general office duties.
- To provide support to secretaries in other departments if required.
- To do all other things which are in the reasonable opinion of the firm, ancillary, necessary and conducive to the role and responsibilities outlined above.