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Fast and accurate audio/copy typing, producing documents, letters, emails and memos for all fee earners.
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Working as a team with other Legal Secretaries and Office Assistants and any future or replacement hires to answer the telephone in a helpful and professional manner, dealing with queries if able and ensuring messages are taken accurately and dealt with appropriately.
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Discussing and working with each of the fee earners to identify clients for whom it is helpful for you to be the first point of contact for clients and then liaising with those clients as required.
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Work with Team Billing Assistant (or any replacement hire) and credit control to identify historic unpaid invoices.
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When you have capacity, assisting Team Billing Assistant (or any replacement hire) with billing/credit control duties including drafting bill narratives, bill requests and assisting the credit control team with chasing clients for payment of unpaid bills as required.
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Working with the Head of the Cardiff office to identify a core group of fee earners who would be in need of diary support and then maintain those fee earner’s diaries (liaising with them on a regular basis to discuss forthcoming appointments).
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Providing support to the fee earners (as appropriate) in scheduling internal and external meetings.
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Meeting with all the fee earners regularly (at least monthly) to ensure that databases are maintained and keeping Interaction (client database updated).
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Assisting the paralegals with the preparation of court bundles and lists of documents as required.
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Liaising with OfficeAssistants to ensure that all administration work is completed on a timely basis.
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Supporting and guiding new members of the EIR secretarial and fee earning team as required.
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Assisting with workload of secretarial colleagues (including cover for EIR Cardiff Legal Secretaires / Office Assistant /Team Billing Assistant and any new replacement hires) as required.
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Regular discussions with the fee earning team and Head of the Cardiff office to assess of the secretarial needs of ERI Cardiff to ensure that adequate support is available at all times.This will consist of the recruitment of permanent staff as required.This involves liaising with fee-earners, Human Resources and agencies, handling the response, interviewing, testing and selecting candidates for second interview with Human Resources/Fee-earner.
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Booking and training of temporary staff as required by ERI Cardiff to provide sufficient secretarial support.
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Ongoing and regular discussions with the fee earning lawyers to ensure that the team is satisfied with the turn round of work and that the required standards in terms of quality and quantity are achieved by individual secretaries and office administrator and feeding back as required.
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Allocation of overflow work across the secretarial team as required.
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Inputting ERI Cardiff sickness absence and liaising with HR about that and organising adequate secretarial support during absences through both sickness and holidays.
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Dealing with any attendance related issues as appropriate, including persistent lateness or absence within the secretarial team.
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Supervision of EIR Cardiff Legal Secretaries / Office Assistants and Team Billing Assistant (, including dealing with disciplinary and grievance matters in the first instance.
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Keeping the Head of Cardiff Office informed of activity and any potential problems in the secretarial team.Liaising with the Head of the Cardiff office and Human Resources over personnel, staffing and administrative issue.
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Conducting annual appraisals for EIR Cardiff Legal Secretaries / Office Assistants and Team Billing Assistant with support from the Head of Cardiff
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Acting as a point of contact for all ERI Cardiff fee-earning staff on housekeeping issues.This will include liaison with the facilities department to resolve any problems and working as a team with Office Assistants(or any similar future roles) to ensure that issues are resolved (and delegated where appropriate).
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Working with the Head of the Cardiff office to agree layout of office, office equipment and facilities for staff in Cardiff ERI.
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Organising and authorising overtime when required.
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Liaising with the IT department over training of Cardiff ERI secretarial staff and resolving of any IT problems.
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Arranging for the proper induction of both new fee-earners /secretarial staff within the ERI team in the Cardiff office and assisting with inductions for other staff in Cardiff as and when required.
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Meeting regularly with the fee earning team to assess their secretarial needs (including proactively ensuring that fee earners are making full use of secretarial resources) and discussing those with the Head of the Cardiff office.
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Chairing Cardiff secretarial briefings and keeping secretaries informed of departmental progress.
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Having Editor rights to PlantLS in particular the Cardiff page to keep it updated (at least monthly) with information relevant to the office.
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Working as a team with all Cardiff Secretaries and Office Assistants (and any new or replacement hires) to ensure that shared office facilities (kitchen, shower, IT etc) are properly functioning and working together on office related projects and events.
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Any other duties that may be required.