Secretary

Lewis Silkin is a UK top-100 commercial law firm with offices in London, Oxford, Cardiff and Hong Kong. The firm is recognised by clients and industries alike as being distinct: for its deep understanding, insight and advice to creative, innovative and brand-focused businesses; for its market-leading international practice in employment, immigration and reward; and for delivering pragmatic, commercial advice in a refreshingly human way.

With 56 partners and more than 300 staff, the firm is structured around two key divisions.

In employment, immigration and reward (EIR) which is consistently top-ranked, and was named HR Law Firm of the Year 2015 by the Legal 500. With over 80 lawyers, Lewis Silkin’s employment and immigration team offers an unrivalled service supporting clients, including many of the world’s leading businesses, on their HR, employment and immigration law needs domestically and internationally. 

The creators, makers and innovators team is made up of leading advisers for creative, innovative and brand-focused businesses, offering a deep understanding of the industry sectors in which clients operate combined with real expertise across a wide range of legal services. From start-ups to multinationals, the firm’s comprehensive and commercially focused advice helps clients succeed in an increasingly complex and converged international marketplace.

EIR is a very busy division consisting of 19 partners and around 80 other specialist lawyers.  The majority of our lawyers are based in our London office, in addition to our offices in Oxford (where this role is based), Cardiff and Hong Kong. The team’s work is a mix of contentious and non-contentious matters for clients ranging from large multinationals to individuals.  The lawyers also undertake a significant amount of business development work including giving seminars and producing Lewis Silkin branded publications.  There is a significant international element to the department’s work due to its membership of the lus Laboris international alliance of employment lawyers.

Providing first class support to allocated partners and associates in the Employment, Immigration and Reward Practice Group.  Acting as their ‘ambassador’ both within the firm and externally, being the first point of contact for clients and colleagues.  Producing accurate and timely legal documentation and correspondence and being fully involved with billing and administrative duties. 

Key duties and responsibilities:

• Be first point of contact for clients dealing with them efficiently and appropriately.  Building relationships with clients and their secretaries in a professional manner
• Building a working knowledge of the legal areas of expertise of allocated partners and associates
• Dealing with confidential and private matters on behalf of allocated partners and associates
• Diary management for allocated partners and associates using own initiative to arrange meetings and liaising with allocated partners and associates on a regular basis to discuss forthcoming appointments and any required arrangements, ensuring any required materials, documentation and lunches are prepared in good time
• Handling telephone enquiries in a helpful and professional manner, dealing with queries as appropriate, ensuring messages are taken accurately and following up on any agreed actions
• Monitoring and managing absent allocated partners’ and associates’ Inboxes, prioritising and ensuring client emails are dealt with appropriately and promptly
• Drafting own correspondence and email communications as appropriate
• Producing fast and accurate typing of documents, letters and emails as required
• Co-ordinating billing/credit control and accounting matters including bill requests, drafting bill narratives, delivering invoices via eBilling portals, email or post within 5 days of production and assisting credit control as required
• Assisting with the preparation of court bundles and any other documents as required
• Implementing improvements to the working procedures of allocated partners and associates
• Assisting with marketing activities including liaising with the Marketing team and assisting with the preparation for seminars and other events as required as well as proactively ensuring the database of clients and contacts is maintained and reviewed
• Opening and sorting incoming mail and responding or distributing as appropriate.  Assisting with preparation of evening post/DX, organisation of couriers, etc, as required
• Assisting with facilitating both client and internal meetings, reception related duties, refreshments for office meetings, lunches etc, as required
• Maintaining appropriate systems and ensuring day to day scanning of attendance notes, marking up of documents etc is carried out
• Pro-active approach to ensuring that all administration work is completed on a timely basis, using own initiative to pre-empt matters
• Liaising with the Oxford Office Assistant to ensure archiving is carried out on a regular basis
• Taking an active part in developing own role and working to provide increasing support for allocated partners and associates, ensuring suitable training is undertaken
• Ensuring all matters sensitive and confidential are dealt with appropriately
• Assisting with workload of secretarial colleagues as required
• Supporting and guiding new members of the secretarial team as required

Candidate profile:

This role requires enthusiasm and the successful candidate will have a professional manner and first class communication skills.  They must be highly organised with excellent administration skills.  They will be able to demonstrate a pro-active approach to their work and be able to work on their own initiative.  They must enjoy working in an involved team environment and be keen to guide and motivate others within the team.  They will have a flexible nature and a co-operative and willing attitude.

Working in a busy environment, the position will require candidates to be open to change and embrace new daily challenges. 

Specialist experience:           

• This role requires an experienced secretary (preferably within - a relevant area of law) with at least 2 years in a senior role.

Abilities and desired qualities:

• Excellent typing skills (at least 70 wpm audio/copy typing)

• Accurate numeracy skills

• Good eye for detail – a high level of accuracy is essential

• Excellent organisational and administration skills – must be highly organised and able to organise others

• Ability to manage a heavy workload and support a number of people

• Ability to work to tight deadlines in a pressurised environment

• A confident and natural communicator - able to communicate at all levels

• Ability to be proactive and confident to work on own initiative without guidance but seeking help if necessary, using own judgement in relation to duties, client needs, etc

• Enjoy client contact and involvement

• Be a team player and show enthusiasm – flexible and willing to take on extra responsibilities

• Ability to motivate and train other members of the secretarial team

• Experience of using office equipment

• Highly professional in conduct and appearance at all times

• Punctual at all times

• The ability to work overtime when required

IT skills required:

• Proficient IT skills – Office 2010, Word, Excel, Outlook, PowerPoint, Practice Management Systems (Elite3E, Aderant or similar), DMS systems (iManage or similar), Mimecast, Global e-Billing invoicing systems, Client Matter Inception, Word Compare, DocsCorp

           Full in-house training will be provided.

Educational and professional qualifications required:

• Good grammatical English - at least to GCSE standard or equivalent

No agencies please.

Lewis Silkin is an Equal Opportunities employer.