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Jackson Hogg are looking to recruit a Secretary for a fantastic professional services client based in Manchester.

Working Pattern – Full time 9:00 – 5:30 (2 days in the office, 3 days working from home)

Salary – Competitive

Key Responsibilities

• In conjunction with fee earner, organise and prioritise workload on an ongoing basis.


• Maintain fee earner 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.


• Preparation, submission and downloading of property searches using TM Property Searches.


• Preparation and submission of Stamp Duty Land Tax forms using the SDLT website.


• 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.

Additional Responsibilities

• Be fully conversant with all Microsoft Packages to an advanced level.


• Be fully conversant with the firm’s document management system.


• 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.


• 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 earner is 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.

Email

• Set out of office greeting when fee earner is 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.

Typing

• 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.

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.


• Maintain replenishment of consumables and advise of any shortages that require re-order.


• Files to be opened in a timely manner ensuring all relevant money laundering documentation is completed to comply with the Solicitors Accounts Rules.

General

• Action duties with due regard to Health and Safety at Work.


• Ensure effective liaison with fee earner and Secretarial Coordinator over holidays and required cover.


• Liaise with other secretaries within unit to share work, if appropriate, to ensure best use of staffing resource.


• Liaise with other secretaries to ensure office cover during lunch periods.

Key Attributes

• Experience with Employment Law is preferrable;


• Experience within a law firm is preferable;


• Self-motivated, confident, flexible;


• Excellent organization skills;


• Excellent communication skills, both verbal and written;


• Strong interpersonal skills with an ability to deal competently with clients and internal stakeholders;


• Previous property experience is desirable.

Job Types: Permanent, Full-time

Benefits:

• Company pension

Schedule:

• Monday to Friday

Work Location: In person