Float Secretary

Posted 15 March by GLM Business Support Ltd Featured Ending soon

A new 6 month contract is available for an experienced Legal Secretary to join a large firm in Newcastle as a float secretary.

The ideal candidate will have previous Legal experience and the desire to work in various legal departments.

The Role:
 To provide float cover for a permanent secretary during periods of absence, holiday and
maternity leave.
 In conjunction with fee earner, organise and prioritise workload on an ongoing basis.
 Maintain fee earner's diary / be aware of fee earner’s day to day commitments.
 Preparation of inward and outward post.
 Alert and agree with fee earner any changes in circumstance and priority with regard to
workload.
 Liaise with clients and take instructions under the supervision of and as directed by fee
earner.
 Produce / assist in the completion of monthly bills.
 Use precedents as directed and delegated by fee earner to prepare and draft documents
as directed and supervised by fee earner.
 Preparation of forms as appropriate, under the direction of fee earner.
 Facilitating / organising room bookings, accommodation and travel tickets.
 Facilitating/organising the booking of telephone conference calls and video conferences.
 Undertake any reasonable request not particularised above that reasonably arises from
the business activities of the fee earner and/or other members of the unit.
Telephone
 Maintain a pleasant and efficient telephone manner.
 Take full messages and give fee earner all relevant information to facilitate return call if
required.
 Screen and prioritise calls, including voicemail messages, to fee earner. If the call is a
matter that you can reasonably assist with, deal with the enquiry appropriately.
 Answer unattended calls within the unit.
 Set out of office voicemail greeting when fee earners are out of the office.
 Retrieve and transcribe as appropriate voicemail messages left for fee earner in their
absence, taking full messages and give fee earner all relevant information to facilitate
return call if required. Where appropriate, return calls to establish the nature of the
caller’s enquiry and if this is a matter you can reasonably assist with, deal with the
enquiry. Refer, as appropriate, messages to other fee earner within the unit to deal with
priority enquiries.
 Set out of office greeting when fee earners are out of the office.
 Retrieve and prioritise, as appropriate, email messages received by fee earner in their
absence. Where appropriate, if it is a matter that you can reasonably assist with, deal
with the enquiry. Refer, as appropriate, messages to other fee earner within the unit to
deal with priority enquiries.
 Provide fee earner with fast and accurate typed material.
 Devise precedent letters and documents in conjunction with fee earner to improve
productivity and use of the computer system.
 Maintain main computer precedent documents in conjunction with the system
administrator.
 Advise system administrator of problems on the computer system, together with areas
for improvement.
Filing
 Maintain efficient filing and administration system that allows for prompt retrieval of
information and material.
Accounts
 Create and maintain information relating to clients and/or their matters.
 Ensure correct inputting and submission of time recording.
 Ensure correct use of equipment, including any required reporting of faults.
 Files to be opened in a timely manner ensuring all relevant money laundering
documentation is completed to comply with the Solicitors Accounts Rules.
 Action duties with due regard to Health and Safety at Work.
 Ensure effective liaison with the HR team and fee earner/Department Coordinator over
holidays and required cover.
 Liaise with the HR team/ Department Coordinator when there is a shortage of work
within the unit being covered to ensure best use of staffing resource.
 Liaise with other secretaries to ensure office cover during lunch periods.


KEY ATTRIBUTES
 Excellent secretarial skills gained through previous experience in a legal environment.
 Be fully conversant with all Microsoft Packages to an advanced level.
 Be fully conversant with the firm’s case management system for general accounting
enquiries.
 Be fully conversant with the firm’s document management system (Interwoven and Practice
Manager).
 Be proficient in document preparation including house style, schedule levels, stripping out
and re-formatting documents, table of contents, formulas, track changes, document
comparison packages.
 Excellent communication and interpersonal skills.
 Flexible approach to work
65 wpm +

Monday to Friday 9am - 5.30pm

Salary £20,229 per annum

Excellent company benefits available.

Required skills

  • Audio Typing
  • Diary Management
  • Legal
  • Secretarial

Application question

Do you have previous Legal Secretarial experience?

Reference: 34692931

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