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Owen Reed are recruiting for a Legal Secretary to work within Litigation and Regulatory.
We are recruiting a Secretary within our Litigation and Regulatory team in our London office. You still have contact with clients and partners but you will collaborate and work with a wider range of people in the department than in a traditional secretarial model.
The feedback on 'the hub' from our existing team has been really positive - we see it as the natural evolution of secretarial services.
Team Coordinator - monitors incoming work and team capacity and distributes jobs and projects to members of the team, whilst also operating as a senior level secretary. They are also responsible for communicating with fee earners to keep them appraised of a task or projects status
Senior Secretary - takes ownership for the efficient running of the team by role-modelling as an effective and responsible team member and act as workflow supervisor where required
Secretary - provides general secretarial and administration services as part of the secretarial team
Team Administrator - a junior role for those still developing their skills, undertakes routine secretarial tasks at the direction of the Team Coordinator
MAIN DUTIES AND RESPONSIBILITIES
Taking ownership and responsibility to ensure the work is undertaken in the most appropriate way to maximise efficiency
Actively engaging with the workflow through the team inbox, directing work through it and taking appropriate work from it in priority order
Coordinating internal and external client meetings and ensure all work activities are scheduled effectively, including the identification and resolution of potential challenges and clashes
Organising meetings, ensuring rooms and conference facilities, video conference facilities are booked, liaising with attendees if necessary both internal and external and making sure that any required catering and technical equipment is in place
Manage expectations in terms of deadlines and outcome of tasks assigned
Responding and dealing with external or internal telephone calls and queries in a professional manner and taking clear and concise messages for other members of the practice group as required
Organising travel arrangements through the travel desk, booking and confirmation of reservations, flights, hotels, car transfers, ordering currency and expense claims and producing detailed itineraries
Preparation of key documents including visas, correspondence (including invitation letters), travel invoices, expense claims and maintenance/filing of copies
Understanding DLA Piper document management processes. Amending and re-formatting documents when appropriate to do so, ensuring that completed documents are delivered accurately and to a consistently high standard
Learning to organise agendas, presentations and meeting papers, including print production and timely distribution; ensuring that fee earners have all documents and adequate preparation time
Supporting the secretarial team by ensuring the timely completion of the support team's shared work, ensuring work of an appropriate level is dealt with according to priority
Demonstrating flexibility with working practices in line with the business need, especially in times of pressure/ high workload
Organisation of file management, including closing of files, archiving and ensures that all relevant documents are filed electronically and paper-based, if required
Working towards full capability for managing and understanding of the end-to-end billing process, of standard bills, using Elite (internal financial system). Following the relevant procedures and prompting fee earners to complete all necessary time recording, or to enter such time recording on their behalf
Creating standard bills, disbursements, amending narratives as well as requesting credit notes
Understanding the client matter opening, client reporting and client balances processes
Completing financial reports where required, from internal systems highlighting outstanding monies to be billed and updating particular client financial schedules where necessary
Managing group and fee earner contacts to ensure they are up to date through Interaction (CRM tool)
Providing administrative support to fee earners with conflict searches and audit requests
Assisting on ad-hoc projects as and when required, for example managing bundles, assisting during team events, indexing documents, etc.
Previous relevant experience as a Secretary or Team Administrator
IT literate with proficiency in Microsoft Office suite (Excel, PowerPoint, Word, Outlook), Lync - Skype for Business
Excellent diary management
Document management and filing efficiently
Excellent telephone manner
Basic understanding of billing
Excellent organisation and prioritisation skills
Applies knowledge and judgement to slve problems and make decisions
Friendly, personable and approachable
Excellent communicator- both written and verbally
Adaptable and flexible
Confident and professional
Conscientious and diligent
Remains calm under pressure
To apply for this job email your details to email@example.com
I have used Owen Reed for many years now, mostly dealing with Jane who has been fantastic, consistently working hard to secure me a position. More recently, Anna (and Archie, who I must say is fabulous at preparing candidates for interview!), has been looking after me, staying in touch and keeping me updated with developments. Between us all we have managed to find me a brilliant opportunity, I am so happy! Owen Reed are my absolute go-to agency as they genuinely care about finding their candidates their perfect job.
Amazing experience with Anna at Owen Reed who successfully secured me a fabulous job ! Thank you to Anna for all your support and guidance!
Great service from Archie start to finish. Coached throughout the whole process kept informed in a timely manner very approachable and professional. Would highly recommend Owen Reed.
Spoke with Archie and she’s been the best recruitment person I’ve worked with. I went from having no job offers in three months to three in a week. Guided me through interviews and prepped me for potential questions so there wouldn’t be any awkward gaps or silences. Changed my whole approach when speaking to interviewers and my only regret is not speaking to Archie sooner 🤝
Working with Archie was one of the best experiences because she was amazing when it came to preparing me for interviews as well as ready and willing to answer any and all questions. Her help will be something I will always remember and would 100% recommend anyone to work with her!
I have been thoroughly impressed and a little blow away by the support received from Archie of Owen Reed. She first approached me about a couple of roles she was recruiting to and once it was decided that she would forward my resume to a prospective employer, supported me in every aspect of the process. She has kept me fully informed, has supported me with interviewing notes and a question and answer session and has given me 'confidence building chats' in preparation of my interview. Suffice to say, after having 2 interviews, I was offered the role which I am super excited about. Cannot thank Archie enough for her support. Would recommend her to anyone seeking a new Legal PA/EA role - she is great and an asset to Owen Reed. May you go from strength to strength Archie . . . thank you!
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