Secretary

Farrer & Co is an independent law firm, with a rich history. A centuries-long tradition of advising private families, individuals and charitable institutions is today complemented by our work with businesses and entrepreneurs, from asset managers and sports bodies to international media groups.

We look to be the market leader in our chosen areas of expertise, advising clients on the contentious and non-contentious legal, business and personal issues they face.

Our reputation and success is based on the goodwill of numerous close client relationships. We are trusted advisers, acting in our clients' long-term interests and paying careful attention to quality and personal service.

Our clients tell us they value us for our integrity, good judgement and professional excellence, as well as our broad perspective, practical solutions and value for money. They describe us as 'a likeable bunch' too.

We advise on all aspects of family law and are market leaders, as is reflected by our legal directory rankings, industry awards and strong track record. Our clients benefit from advice that is based on years of experience, in-depth understanding, up to the minute knowledge and discretion. The consequences of the breakdown of a relationship are often highly emotive and require a special set of skills, both professional and personal. Our specialist group features some of the best legal talent in the country and advises wealthy individuals on the financial aspects of relationship breakdown (which can involve complicated tax and trusts issues) and complex children cases, including international relocation.

We are looking for an extremely organised and proactive secretary to provide a high level of professional support to their allocated Fee Earners as well as other members of the Department. They will be highly motivated, display outstanding attention to detail and have the ability to multitask with ease. It is essential that they are a strong team player with a positive, up-beat approach.

Organisational Support

• Effective and proactive diary management, and awareness of Fee Earners' workloads to plan ahead, with minimal supervision

• Processes relevant applications, forms or searches, with minimal supervision

• Has an excellent knowledge of all systems/processes used within the Department

• Is professional and maintains effective communications with clients and Fee Earners

• Maintains up-to-date knowledge and understanding of Fee Earners' matters to enable a proactive support service

• Researches new clients/contacts and prepares bios before meetings for Fee Earners when required

• Arranges travel and any other activities on behalf of others, where appropriate

• Uses initiative and takes a pro-active approach to work by regularly seeking ways to improve the level of secretarial support provided to Fee Earners

Client Relationship and Business Development

• Provides excellent service to clients, both internal and external, in a timely and professional manner, presenting a positive image of the Firm at all times

• Acts as a first point of contact for Fee Earners

• Provides assistance in the delivery of marketing communications, and records all business development meetings in InterAction, and sets up reminders where follow-ups are needed with prospects on InterAction or other systems/logs as required

• Recognises, respects and honours client confidentiality at all times

• Organises business development meetings and events for Fee Earners, and assists in the production of business development materials in liaison with Marketing

• Demonstrates a good knowledge about the type of work that the Department carries out, in order to be able to assist with new client enquiries

• Enables the Firm to provide bespoke communications to key contacts by being aware of particular client requirements and ensuring that these are catered for where possible

Document Production

• Creates typed work of a high quality, formatting in accordance with house style, at high speed, with accuracy and following internal guidelines

• Makes effective use of the Document Management System

• Creates new documents from the Firm’s templates, using contact data from InterAction where appropriate

• Proof-reads all documents for spelling, grammar and sense, querying wording where appropriate

• Proactively uses initiative to compose and send on behalf of Fee Earners, correspondence requiring focused concentration and attention to detail

IT Skills/Systems

• Is proficient in all core IT applications and follows their proper use in accordance with the firm’s policies

• Attends training sessions, as required, to maintain a high level of proficiency in all of the firm’s core IT applications

• Makes full, efficient and effective use of technology

• Saves all client-related documents and all client-related emails to the relevant client folder in NetDocuments

File Management

• Adopts a pro-active approach and works with Fee Earners, effectively, to maintain regular file management, ensuring all files are up to date, closed and archived, as appropriate

• Keeps accurate records of all files sent to off-site storage via Records

Financial Risk Management

• Prepares bills (including bill narratives) with minimal supervision, as required by Fee Earners

• Prepares AML documentation and obtains relevant documentation from clients in a timely manner, as required by Fee Earners and advises of client AML procedures

• Deals with time-recording matters if required by Fee Earners

• Pro-actively manages billing processes in accordance with Department's billing cycle

• Has an excellent knowledge and application of the Firm's procedures in billing, AML, credit control and debt management, and acts as a mentor to others in the Department

Personal Qualities

• Aligns with the firm’s values, vision and strategy

• Arrives ready and prepared for the working day and demonstrates excellent timekeeping (whether related to meetings, arrival at the office or going to and from lunch)

• Is flexible, reliable, co-operative and has a professional approach to work

• Works as a positive, friendly and helpful team player, offering assistance if capacity allows and has a willingness to assist other fee earners in the practice area or department during busy periods

• Communicates in a positive and constructive manner and always interacts in good faith

• Demonstrates effective listening and questioning to ensure clarity of a situation, issue or request

• Positively supports and promotes change within the Department

• Adjusts approach to work as the demands require

• Functions effectively under pressure and acts with confidence and composure

• Qualified to GCSE standard, grade C (or equivalent) at Mathematics and English essential

• Previous secretarial experience in a law firm essential

• The hours of work for this opportunity are 9:30am to 5:30pm but it is essential to be committed, flexible and prepared to work beyond the normal office hours when necessary and in response to client demand.