Secretary/PA (Professional Services) – Guildford

Location:Guildford
Salary:£25,000 - £30,000
Type:Permanent
Sector:Administration

Our professional client based in central Guildford are seeking a Legal PA to join their team.

The Legal PA plays a vital role in the everyday workings of the firm to support legal professionals. The right candidate must show a willingness to learn and be happy to take advice and support. They must adapt to different Partner working styles and be flexible to demands.

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:

  • 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 and Laserforms
  • 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
  • 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
  • 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
  • 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
  • Keep lawyer’s diaries up to date in Outlook
  • Arrange internal and external meetings, liaising with reception as required

Qualifications and Experience

ESSENTIAL

  • Formatting skills
  • Knowledge of PowerPoint and Excel
  • Knowledge and experience of legal proceedings and documentation
  • Advanced knowledge of Word, Excel and Outlook 2010
  • 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
  • Experience of working in a professional services environment
  • Be able to work out numerical issues for billing i.e. allocations, percentages etc.  work is required on invoicing before they are sent to Finance
  • Be career focused and take the role of Secretary seriously
  • Good sense of judgement to deal with different individuals and situations

DESIRABLE

  • Secretarial qualifications, either RSA or Pitmans and/or a recognised secretarial diploma
  • Proven experience of working as a secretary in a legal environment

If you have not been contacted within 5 working days, then unfortunately on this occasion your CV has not been shortlisted.

Apply now





CV*


Would you like to discuss this role further?
Speak to the 2i Team: 01483 414719

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