Secretary

Term: Permanent
Working hours: Full-time
Practice area: Restructuring and Insolvency
Location: Guildford
The Firm

Stevens & Bolton is one of the largest teams of lawyers in the South outside London. Independently recognised as one of the UK's leading national law firms we build deep relationships with our clients, whose satisfaction with our services is the true measure of our success.

Our single office approach ensures excellent communications and efficient co-ordination of our resources. We handle complex and strategic work for our clients, but appreciate the importance of value for money, commercial awareness and flexibility. International work is as important to us as our domestic practice and we regularly work with many carefully selected law firms around the world.

We want enjoyment to be a primary driver in the working day - and a key 'reason to be here' for our employees. It's a philosophy that comes from the top and cascades through the organisation. It is upheld through a combination of factors: delivering quality in everything we do; securing stimulating, challenging work that stretches and rewards; employing truly distinctive, diverse people who willingly engage, collaborate and support; committing to continuous development for everyone; and providing a sustaining environment in which people can learn and grow.

The Role

The legal secretary plays a vital role in the everyday workings of the firm to support legal professionals.

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 five specific core areas of responsibility that the secretary will be required to provide.

 

Document management/document production

  • Provide a comprehensive and timely word processing service for the creation and amendment of documents using Word, Excel, Workshare, BigHand and other relevant technology, such as 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, collate and index legal documents
  • Prepare all necessary documentation to support Lawyer business trips
  • Assist in the preparation of PowerPoint pitch documents when required

Client Support

  • Act as the point of contact in Lawyers’ absence, as required
  • Support the billing process e.g. ensuring that the bill is sent within agreed time and answering simple client queries
  • Undertake online searches, as required

Team Support

  • Adding client information to the relevant database
  • Updating team procedures and providing detailed handover notes, as required
  • Assist in answering telephone calls promptly at all times
  • Provide cover for other secretaries during breaks, absences and busy periods
  • Proactively seeking work to assist other team members during quieter periods

Administrative Support

Manage all manner of administration including:

  • File management
  • Undertake photocopying/scanning of confidential documentation
  • Manage emails and carry out management of e-post and correspondence (internal and external), including drafting replies to routine correspondence when required
  • Organise and support all travel arrangements

  Diary/Meeting management

  • Keep lawyers’ diaries up to date in Outlook
  • Arrange internal and external meetings, liaising with reception as required
Qualifications and Experience

ESSENTIAL

Educational & Qualification Attainment

  • A minimum of 5 GCSEs including English and maths GCSE at Grade C and above
  • Basic to Intermediate knowledge of Word, Outlook and Excel 2010
  • Good numerical skills
  • Proven experience of working as a secretary or PA

Skills, Aptitude & Experience

  • Resilient and calm with a confident and professional demeanour
  • Proven ability to perform under pressure to see work through to completion / to meet tight deadlines
  • Proactive and self-motivated, demonstrating the ability to use initiative
  • Proven ability to be a team player
  • Proven ability to build a positive rapport with clients and other employees
  • Proven ability to learn new IT systems, internal processes and procedures
  • Excellent organisation and administration skills
  • Excellent accuracy and attention to detail
  • Excellent English and grammar
  • Experience of working in a professional services environment
  • Flexible work ethic to meet the Firm’s requirements

DESIRABLE

  • Proven experience of working as a secretary in a legal environment
  • Knowledge and experience of legal proceedings and documentation
  • Intermediate knowledge of PowerPoint