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Whytematter staffing solutions are proud to be recruiting for growing Law Firm. The successful candidate will have three to four years’ experience of providing secretarial support to fee earners. They will also have a good understanding of how a law firm operates. They must have a professional manner and first-class communication skills. They must be highly organised with excellent administration skills with the ability to demonstrate a pro-active approach to their work and be able to work on their own initiative, being confident in their own judgement. They will need to have a flexible nature and a co-operative, willing attitude.

Responsibilities

• Liaising with clients to deal with any queries or non-legal issues raised by them.
• Providing administrative support to the corporate team for client transactions, which usually includes (under partner supervision and instruction):
  • managing digital signature software to accommodate remote signing;
  • managing payment receipt and transfer forms;
  • creating transaction bibles; and
  • managing filings at Companies House;
• Providing dictation and document formatting support upon request.
• Client file-opening and associated matters.
• Dealing with confidential and private matters on behalf of allocated partners and associates.
• Ensuring sensitivity and confidentiality when dealing with clients and colleagues when appropriate.
• Co-ordinating with finance teams and clients on matters relating to billing/credit control and accounting matters relating to clients of allocated partners and associates and assisting credit control with chasing clients for payment of unpaid bills as required.
• Dealing with general admin duties as required, printing, copying, organising client meetings/lunches; booking seminars and assisting with travel arrangements etc.
• Maintenance of allocated partner and associates' diaries, liaising with them on a regular basis to discuss forthcoming appointments and any required arrangements.
• Scheduling internal and external meetings, ensuring that all arrangements are in place and any required materials and documentation are prepared in good time.
• Drafting own correspondence as appropriate and producing fast and accurate audio/copy typing, producing documents, letters, emails and memos from time to time.
• Maintaining appropriate e-filing systems and ensuring e-filing is carried out.
• Managing fee earners’ inbox as required.
• Pro-active approach to ensuring that all administration work is completed on a timely basis, using own initiative to pre-empt matters.
• Answering the telephone in a helpful and professional manner, dealing with queries if able and ensuring messages are taken accurately and dealt with appropriately.
• Taking an active part in developing own role and working to provide increasing support for allocated partners and associates - ensuring suitable training is undertaken.
• Assisting with marketing activities including liaising with Marketing team and assisting with the preparation for seminars and other events as required.
• Pro-actively ensuring database of clients and contacts is maintained and reviewed.
• Assisting with workload of secretarial colleagues as required.

• Abilities and desired qualities
  

• Excellent typing skills (at least 70 wpm audio/copy typing).
• Accurate numeracy skills.
• Good eye for detail - a high level of accuracy is essential.
• Excellent organisational and administration skills - must be highly organised and able to organise others.
• Ability to manage a heavy workload and support a number of people.
• Ability to work to tight deadlines in a pressurised environment.
• A confident and natural communicator - able to communicate at all levels.
• Enjoyment of client contact and involvement.
• Experience of using all office equipment.
• Team player and enthusiastic - flexible and willing to take on extra responsibilities to support allocated partners and associates and divisional or firm objectives;.
• Highly professional in conduct at all times
• Punctual at all times.

Benefits

• Annual Salary Review – 1 June
  

• Bonus Schemes (Associates, Paralegals, Secretaries, Business Services)

• Firmwide Bonus Scheme - Shared Success Award

• Flexible Working

• “Dress for LS” informal business attire policy

• Life Insurance of 4 x salary

• Group Income Protection

• Employee Assistance Programme

• Private Healthcare Cover with BUPA

• Group Personal Pension Scheme, matched contribution up to 5% of basic salary

• Gym Subsidy

• Subsidised Conveyancing Costs

• Interest-free Season Ticket Loan (after three months’ service)

• Workplace nursery provision scheme via salary sacrifice

• Cycle to work scheme via salary sacrifice

• 25 days’ holiday entitlement (rising to 30 days’ holiday after 5 years service) for Associates and Senior Business Services Staff

• 25 days’ holiday entitlement (rising to 27 days’ holiday after 2 years’ service)

• Recruitment Bounty

• Free eye tests

Full time, Permanent ,Hybrid (2 days in office)

Salary- £28,500

Location- Belfast, Northern Ireland

Any questions please contact Avril.

Phone: 0756 324 4045 Email: [email protected]

Website: www.whytematter.com