Filing, Photocopying and Opening/Closing Client Files in a Timely Manner

• Providing full secretarial support, primarily to Private Client Partner, including arranging appointments, dealing with client queries in person and by phone, together with preparation of correspondence and documents by audio typing via the digital dictation system.
• Filing, photocopying and opening/closing client files in a timely manner.
• Regular consideration of client files and liaising with Partner on any action required.
• Maintaining and coordinating Partner’s diary and diary notes and reporting on these as necessary.
• Providing secretarial support to the Family and Property departments as required.

• Arrange rota of secretarial staff to cover Reception holidays and sickness;
• Liaise with the Branch Partner and HR Manager when temporary staff are required;
• Maintain the holiday and sickness record; returning to the HR Manager on a monthly basis;
• Deal with minor staff problems wherever possible; referring to HR Manager if necessary;
• Liaise with the Branch Partner with regard to office furniture, health and safety compliance and maintenance of Branch Office (instructing local tradesmen where necessary);
• Liaise with the IT Manager to resolve office equipment/pc hardware/software problems;
• Liaise with office cleaning contractor as required;
• Local Induction of new staff (office orientation, health and safety etc.);
• Ensure smooth running of office and allocating/distributing work as necessary to deal with peaks and troughs;
• Interviewwith the HR Manager, prospective support staff; referring short list to relevant fee earners.

• Compliance with the firm’s accounts and administrative disciplines and procedures.
• To agree clear objectives linked to the Firm’s business plan and participate in the performance management system, assessing performance and giving feedback as relevant.
• To have a personal development plan and evaluate the effect of training on achievement.
• To clearly identify the standards and systems required to continually improve our client service
• To comply with all the Firm’s relevant policies and procedures
• To ensure confidentiality on all appropriate matters and recognise that any breach of this confidentiality will be treated very seriously.

8th March 2016

Signed …………..………………………………. Date ……….……………………..

PERSON SPECIFICATION – Secretary/Office Manager

• Relevant secretarial experience gained from within a busy legal practice (preferably with Residential Conveyancing knowledge).
• Leading or supervising a small team (desirable)

• No formal qualifications are required
• Good all round education; both literate and numerate

• Competent in the use of MS Word and Outlook (Professional) gained in a working environment, preferably the legal industry.
• Accurate in producing good quality correspondence
• Proficient audio typist
• Familiar with transcription via Digital Dictation (desirable)
• Familiarity with using a Practice Management System (Legal Office/Videss)

• Clear verbal and written communication skills, capable of drafting own basic correspondence as necessary

• Team working (flexible and adaptable to the needs of the team)
• Uses initiative in dealing with incoming queries
• Ability to work on own initiative
• Confident and assertive whilst sympathetic and understanding towards clients who may be distressed, whilst remaining professional a tall times
• Ability to balance priorities in order to meet sometimes demanding deadlines.
• Keen to ensure the needs of Girlings clients are met wherever possible.
• Attention to accuracy and detail
• Clean and presentable in appearance

1. Eligibility to work in UK – Passport Check
2. Fit for Work Clearance – Premier Health Check
3. Two employment References

Date: 8th March 2016

The duties and responsibilities set out in this job description are for illustrative purposes only and are not exhaustive.