Direct message the job poster from Owen Reed
Director Of Operations / Talent Resourcing at DiverseJobsMatter
This is an excellent opportunity for a Secretary to join our successful and growing Residential Development team. We are seeking someone who will work as a member of our existing team of secretaries and administrators to support the lawyers in all aspects of their work. We are looking for the right person for this role, and all applicants will be considered on their individual merits, regardless of their prior experience – we are as happy to work with someone at the start of their career as we are someone with decades of experience; what matters to us is your ability to work effectively and efficiently as part of a team, supporting others and being supported by them.
This position is for a role either in our Cambridge or Norwich.
The successful candidate will have the opportunity to work with our lawyers in delivering excellent client service on the full range of Residential Development transactions, both locally and nationally.
Accountabilities
Technical ability:
1. Producing and amending documents with speed and accuracy
2. Formatting, paginating, numbering and presenting documents in house style
3. Proofreading all work, checking for spelling and grammar
4. A user of key software packages and applications, including the Land Registry portal, DocuSign, Infotrack and other third party search providers, and taking responsibility for any training needs to improve relevant skills needed to meet business requirements
5. Working proactively with colleagues and other secretaries in the team to ensure documentation meets client expectations and deadlines
6. Processing property searches, responding to search provider queries and collating/tracking results for lawyers to review
7. Production of PowerPoint presentations and use of Sharepoint
8. An understanding of ledgers and the ability to deal with any enquiries relating to credit/debits and client account balances
9. Managing the diaries of lawyers in Microsoft Outlook to include:
10. making appointments
11. sending and responding to appointments
12. booking restaurants
13. Processing expenses claims, payment requisition forms and returned advances
14. Producing monthly client reporting
15. Maintaining and updating accurate client and other contact details on our database
16. Processing forms including new client forms, new matter forms, money laundering forms, training course booking forms and similar
17. Ensuring that all electronic and paper filing is up to date and maintained at regular intervals
18. Carrying out photocopying and scanning as required
19. Scheduling deeds and documents and making arrangements for their storage
20. Assisting lawyers with their file management, including monitoring inactive files and dealing with file closing formalities
Professional Skills:
1. Promptly clarifying instructions should they or deadlines be unclear
2. Responding to internal and external telephone enquiries politely and professionally, taking accurate telephone messages, and passing them to the appropriate person
3. Working collaboratively with and supporting other secretarial team members proactively and providing cover when necessary to ensure that work is completed on time and to a high standard
4. Providing full support to lawyers in the full range of their activities and carrying out any other duties as reasonably requested
General Approach
1. Showing a positive approach and interest in the work of our team
2. Showing initiative when responding to queries and actively trying to solve problems
3. Supporting the lawyers to meet clients’ demands
4. Building and maintaining strong working relationships with other members of the team, including lawyers and other secretaries and administrators, and actively working in the interests of the whole firm
The candidate
1. Secretarial qualification or educated to GCSE
2. Typing speed of at least 50 wpm
3. Excellent spelling and punctuation
4. Excellent written and verbal communications
5. Ability to use discretion
6. Excellent IT skills, including Outlook, MS Teams, Word, PowerPoint, Sharepoint and Excel
7. Positive and enthusiastic approach to teamwork
8. Good telephone manner
9. Adaptable and flexible
10. Self-motivated, ability to use initiative and provide pro-active support to fee-earners
11. Ability to pay attention to detail and check own work
12. Reliable and well organised
13. Ability to remain calm and work under pressure to meet strict deadlines
14. Commitment to ongoing learning and development
Seniority level
Associate
Employment type
Full-time
Job function
Legal and Administrative
Industries
Legal Services and Law Practice
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