Technical:

* Making diary appointments, arranging meetings (including booking rooms, confirming dates and locations, distributing agendas and preparing material where required) and diary management;

* Organising travel arrangements and preparing itineraries where necessary;

* Taking phone messages and redirecting clients to other team members where appropriate;

* Preparing materials (often using PowerPoint) for internal and client presentations and client bulletins;

* Quick and accurate preparation of bills ensuring all fee earners' time is recorded and any disbursements includes, ensuring bills are approved and sent out as quickly as possible, following up with Accounts or other departments as required;

* Typing and amending correspondence and documents including court documents, which are often lengthy, and undertaking amendments and checking as necessary.

* Accurate proofreading of documents;;

* Assisting with timesheet posting if required;

* Use and update InterAction (client contact system);

* Assistance with Inbox management for Partners and IManage filing.

* Assistance with file opening,, ensuring accuracy and correct spelling of companies/individuals/checking with fee earners where necessary and following up;

* Dealing with expenses and arranging ad-hoc client events;

* Complies with all internal policies, procedures and processes and keeps technical skills up to date (i.e. identifies where refresher/new training is required in response to any changes in the role);

* Photocopying, filing and other general administrative duties.

Personal Management

* Filing of paper documents, electronic filing and keeping administrative files up to date;

* Follows firm's archiving process as set by Records Management;

* Closing files promptly, transferring files over when a fee earner leaves, etc.

* Arranging courier deliveries;

* Ensures distribution lists are kept up to date, amending as necessary after new conflicts checks.

Client Focus

* Assisting with client queries in a professional and timely manner;

* Assist internal clients (all groups within the business) with queries and respond in a timely manner;

* Assisting with business development initiatives, i.e. organising client lunches, etc.

Communication

* Liaising with clients and telephone callers when fee-earners are out of the office. Taking down accurate messages and dealing with queries or assisting callers wherever possible;

* Assist and take ownership for internal/external queries in a polite and professional manner using the most appropriate medium, seek out information and resolve queries;

* Maintains confidentiality and discretion at all times, flagging any concerns or issues at the appropriate level.

Teamwork

* Assisting with general office duties and providing back up support for other secretaries and/or fee-earners as required to ensure the smooth running of the business.

Results Driven

* Managing Partners' e-mails as required and dealing with e-mail queries when appropriate;

* Assists/supports Partners with internal processes, i.e. organises work to Evening group, picks up IS issues and resolves accordingly;

* Checks new matter memos for accuracy, checks for clearance and keeps fee earners abreast with any issues or reminders. Co-ordinates a file where this may be cross-group.