Job Description

Experience level: Intermediate


Term: Permanent


Working hours: Full time/Part time


Practice area: Employment


Location: Guildford


The Role

The Legal Secretary will provide a vital service supporting the lawyers in our Employment, Pensions & Immigration team. Working alongside one other Secretary the role-holder will support a team of 4 Partners and 13 legal professionals with a broad range of secretarial, administrative and legal-process tasks. Strong IT proficiency is required as involvement with the billing process and other key IT systems is an integral part of the role.


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

There are four specific core areas of responsibility that the secretary will be required to provide.

Team and Client Support

Play a key role in supporting the billing process/cycle using our practice management system, 3E, including raising and processing invoices, dealing with time allocations/transfers and producing WIP and debt reports Sending out fee updates and invoices to clients on behalf of the lawyers Using the New Business Introduction system ("

NBI

") "InTapp" to carry out conflict searches and to open new matters (tagging them appropriately by "case type") Using the client relationship software, "InTapp OnePlace", to update contact details and the client data base and to record business development and marketing activity, including referrals "in" and "out" of the firm from other legal or professional services firms or other sources of business Proactively seeking work to assist other team members during quieter periods Assist in answering telephone calls promptly at all times and taking messages and contacting clients as needed, especially in relation to assisting with new enquiries Provide cover for other secretaries (including in other teams) during breaks, absences and busy periods Act as a point of contact for clients in lawyers' absence, as required

Document management/document production

Preparing client engagement letters and dealing with signature of such letters (typically via DocuSign) Arranging for other documents to be sent to clients and other parties for signature via DocuSign Provide a comprehensive, accurate and timely word processing service for the creation and amendment of documents, pitches and presentations using Word, Excel and PowerPoint 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 Assisting with all travel and accommodation arrangements and prepare all necessary documentation to support lawyer business trips

Administrative Support

Manage all manner of administration including:


Manage and file emails and carry out management of e-post and correspondence (internal and external) File management, including scanning and filing documents and notes electronically as required

Diary/Meeting management

Keep lawyers' diaries up to date in Outlook Arrange internal and external meetings, liaising with reception as required


Qualifications and Experience

ESSENTIAL

Educational & Qualification Attainment

A minimum of 5 GCSEs (or equivalent) including English and maths at Grade C and above, although candidates without these qualifications may be considered if they meet all other requirements Proven experience of working as a secretary or PA in a professional services environment Strong IT skills generally, including intermediate knowledge of Word, Outlook and Excel 2010 Good numerical skills

Skills, Aptitude & Experience

Proactive and self-motivated, demonstrating ability to use initiative and forward thinking Proven ability to learn and master new IT systems, internal processes and procedures Excellent accuracy and attention to detail Excellent organisation skills Proven ability to perform under pressure to see work through to completion / to meet tight deadlines / to manage competing tasks / deadlines Resilient and calm with a confident and professional demeanour Team player and a proven ability to adapt to different lawyer styles and requirements Proven ability to build a positive rapport with clients and other employees Excellent English and grammar Flexible work ethic to meet the Firm's requirements

DESIRABLE - these are skills/ aptitude and experience which we would prefer someone to have, but are not essential

Specific knowledge and experience of legal documentation, including the legal billing process Experience of using IT software customarily used by professional services firm, e.g. Thomson Reuters 3E and NBI systems, such as "Intapp Open" and "OnePlace" Intermediate knowledge of PowerPoint


The Opportunity


Competitive base salary Pensions Scheme (5% employer contribution) Private medical insurance Permanent health insurance Life assurance Receive either the sum of 750 per annum as a travel allowance or reimbursement of carparking expenses via a pay as you go card at a local carpark (likely to be Farnham Road carpark) Travel - option to apply for an interest free loan for a season ticket or parking permit Enhanced maternity/paternity pay (after sufficient service) Cash back scheme Comprehensive flexible benefits package including: Critical illness insurance Buy/Sell holiday scheme Dental insurance Cycle to work schemes Taste card Fun pass Give as you earn Discounted gym memberships and shopping Profit share and discretionary bonus schemes



The Firm

Stevens & Bolton - making a positive difference to your career


You'll work with people who listen, and who actively and willingly support one another within a collaborative and engaging environment. We genuinely care about our people and strive to build and maintain a diverse, inclusive and happy workforce.


We are recognised as a top firm in The Times Best Law Firms 2024 and shortlisted for ESG Initiative of the Year at the upcoming Women, Influence & Power in Law UK 2024 Awards. We were highly commended for both "Regional/Offshore Firm of the Year" - Legal Business Awards 2023 and "Law Firm of the Year" - SLS Legal Awards 2023, commended for "Law Firm of the Year: The Independents" - The Lawyer Awards 2023, and were shortlisted for "UK Law Firm of the Year - Small/Mid Sized Firm" - The British Legal Awards 2023 and "Workplace Fit-out of the Year" - Insider South East Property Awards 2023. Our refurbished office has been awarded a RICS SKA silver certificate and a 2 star Fitwel accreditation.


We've made excellence the hallmark of our firm: in the clear advice we give, in the enduring client relationships we build and in our proactive and highly responsive service. We seek to recruit people who will help us maintain and build on this, and in return we offer excellent long-term career and development opportunities.

Diversity & Inclusion

We have a strong commitment to diversity and inclusion (D&I). This drives a strategy which focuses on constant promotion of an inclusive culture that encourages everyone to realise their full potential and be themselves at work. Previously we have been shortlisted for "Best D&I Initiative" at The HR Awards and for "Best Talent and Inclusion Initiative" at The Lawyer Awards.