Secretary - Finance, Restructuring & Insolvency
Posted Today by Stevens & Bolton LLP
Negotiable
Undetermined
Undetermined
Guildford, England, United Kingdom
Summary: The Secretary for the Finance, Restructuring & Insolvency team will provide essential support to a group of legal professionals, including Partners, by managing administrative tasks and assisting with the billing process. This full-time role requires strong IT skills and the ability to handle various secretarial duties efficiently. The position is a 15-month fixed-term contract, emphasizing proactive support and effective communication with clients and team members. The role also involves document management and preparation of client engagement letters.
Key Responsibilities:
- Lead, manage and/or support the billing process using the practice management system, 3E.
- Conduct conflict searches and open new matters using the New Business Introduction system, “InTapp”.
- Record business development and marketing activity using client relationship software, “InTapp OnePlace”.
- Assist team members during quieter periods and act as a point of contact for clients in lawyers’ absence.
- Prepare client engagement letters and manage document production using Word, Excel, and PowerPoint.
- Manage emails, correspondence, and file management.
- Keep lawyers’ diaries up to date and arrange meetings and travel arrangements.
Key Skills:
- A minimum of 5 GCSEs including English and maths at Grade C and above.
- Proven experience as a secretary or PA in a professional services environment.
- Strong IT skills, including intermediate knowledge of Word, Outlook, and Excel 2010.
- Excellent accuracy, attention to detail, and organisation skills.
- Proactive, self-motivated, and able to perform under pressure.
- Excellent English and grammar with a flexible work ethic.
- Preferred knowledge of legal documentation and legal billing processes.
Salary (Rate): undetermined
City: Guildford
Country: United Kingdom
Working Arrangements: undetermined
IR35 Status: undetermined
Seniority Level: undetermined
Industry: Other
Secretary - Finance, Restructuring & Insolvency
15-month fixed term contract
Full time
The Legal Secretary will provide a vital service supporting the lawyers in our Finance & Restructuring & Insolvency team. The role-holder will support a team of 3 Partners and 8 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.
Team and Client Support
Lead, manage and/or support 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
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 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 team members during quieter periods
Assist in answering telephone calls promptly at all times
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)
Provide a comprehensive and timely word processing service for the creation and amendment of documents 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
Prepare all necessary documentation to support lawyer business trips
Administrative Support
Manage all manner of administration including:
Manage emails and carry out management of e-post and correspondence (internal and external)
File management
Diary/Meeting management
Keep lawyers’ diaries up to date in Outlook
Arrange internal and external meetings, liaising with property & workplace team as required
Organise and support all travel arrangements
QUALIFICATIONS & EXPERIENCE
A minimum of 5 GCSEs including English and maths GCSE at Grade C and above
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
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
Expertise with 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