SECRETARY/PERSONAL ASSISTANT
LEGAL SECRETARY
GRAVESEND
SALARY UP TO £25,000
A Secretary/Personal Assistant is required to join a leading Kent based law firm.
Day to day duties will vary and range including a mix of the following;
HR based duties:
Holiday forms and entry on to the system
Sickness forms and entry on to the system
Arrange 'Out of Office' messages on mailboxes for any absences
Organise absence cover i.e. locums / temps / reallocation of work
Daily absence emails re staff attendance firm wide
Recruitment agencies: liaising with and negotiating TOB rates
Review CVs, organise and/or attend interviews
Personnel related correspondence (offer letters, references, parking letters etc)
Prepare and distribute employment contracts
New starters: give induction and prepare induction docs for all new staff
Work experience candidates - review CVs, book placements, do induction and provide training
Maintain all induction / HR forms and update re any legislation changes (i.e. introduction of workplace pension scheme)
Support staff: obtain feedback, organise and attend / take notes at annual appraisals
Attend disciplinary meetings when required
Staff security passes - allocation and distribution of spares / database of pass numbers
Trainee solicitor applications / CVs / interviews (every 2 years)
All health and safety related matters - desk assessments, chairs, phones, keyboards etc
Circulating any HSE updates / legislation changes, maintaining health and safety based posters in the common areas and ensuring new updates/docs are posted on the intranet
Fire alarm maintenance/risk assessments and drills
Building alarm maintenance - arrange site visits and payment of invoices etc
Creation of all job specs
Advertising any roles on the firm's intranet and updating marketing re external advertising Admin based duties:
Member of firm's management committee - attend monthly meetings and prepare agenda / type minutes for circulation
Firm 'IT super user'
Practising certificates for solicitors - applying for, renewing and circulating / printing
Updating the intranet pages (announcements, holiday calendar, tel extension list etc)
Opening and stamping incoming post
Firm wide training for all staff - organise, book courses, liaise with IT trainer etc
Stationery orders/replenishing and monitoring stock (all offices)
Ensure checking of stationery invoices and arrange payment of the same
Business card templates and orders for fee earners firm wide
Letterhead paper template queries/revisions
Online shopping re office essentials and kitchen supplies
Checking cleanliness of kitchen and toilets daily - liaising with staff if required
Swear money / sponsorship forms / petty cash - receipts, log books and paying in
Training course bookings and payment of invoices
General queries from clients re complaints or feedback / advice
Document template revisions (amendment of firm wide precedents)
Conveyancing panel applications re lenders and building societies (both offices)
Land Registry Portal accounts (both offices) - create, amend and manage accounts
Claims Portal accounts - manage user and administrator accounts/reset passwords
Moneypenny queries / update groups re starters and leavers
Searchflow accounts
Book pool car for staff when requested and maintain the use log book
Pool car insurance - insure new staff and ensure insurance is renewed annually
Building and office maintenance queries
Organising tradesmen / quotes / dates for works to be done and access with Facilities Manager
Work experience candidate CVs and interviews/allocation of placements
Attend marketing events (when required)
First aid courses - arrange training / source candidates
Fire marshal courses - arrange training / source candidates
Fire safety (extinguishers, risk compliance etc)
Health and safety courses / refreshers
Boardroom hire - take bookings, organise beverages and prepare invoices/chase payment
Blue and Pink receipt/requisition pads - monitor / restock
Order brass plaques for staff names (post trays and door signs)
Organise Reception cover re holiday or sickness (lunch times and breaks)
Overtime queries / form submission and approval
Dictation levels - reallocation of typing / work when necessary
Take minutes of any HR related or partner meetings
Post redirection (if relevant re takeovers or mergers)
Will and deeds enquiries (checking database and archives) Senior Partner based duties:
Audio transcription
Filing / printing / scanning / photocopying / e-filing
Organise diary / schedule meetings
Client calls / complaints
Attend any meetings / take minutes
Notary work - queries / quotes and drafting documents
Debt recovery - typing / claim forms / liaising with courts
Preparing and circulating interest statements and calculations re debt recovery
General admin / head office typing and correspondence
Tea/coffee and ordering / delivering lunch when required
Ensuring offices are tidy and filing cabinets neat/maintained alphabetically
Project based:
Firm takeovers / acquisitions to include:
Mail merge letters to clients
Billing reports / WIP
Deeds and will counting
Panel membership queries
Opening clients on our CMS
IF YOU ARE INTERESTED IN THIS POSITION PLEASE SUBMIT YOUR CV TO TANYA BROWN AT BROWNS RECRUITMENT GROUP AS DIRECTED.
