Secretary (FTC)

Secretary Role at Taylor Wessing

Department: Corporate Commercial & Projects (Fixed-term contract circa 5 months)

Reports to: Secretarial Group Leader

OUR VALUES

• Building Strong Relationships
• Ambitious for Clients
• An Instinct for Business
• Seeking Innovation

JOB SUMMARY

We are seeking an enthusiastic secretary to work within our CCP team on a fixed-term contract circa. 5 months, working Monday to Friday. The team currently consists of 6 Partners and 8 Associates & 4 Trainees.  There are a total of 4 secretaries working within the group and it will be necessary to cover additional fee-earners during absences.  

The suitable candidate will be technologically capable with advanced skills using Microsoft Office and a good knowledge of professional systems.  Knowledge and experience of corporate law is essential. The successful candidate will have a friendly and approachable manner and demonstrate a willingness to go the extra kilometre to ensure that the needs of the group and the firm are met. Candidates should be available to start as soon as possible. 

KEY RESPONSIBILITIES

The successful candidate will be responsible for: 

• Extensive document production and amendment;
• Typing correspondence and documentation from Bighand; 
• Preparing PowerPoint presentations, with graphic or animation content, and printing or amending Excel spread sheets
• Managing InterAction – adding contacts and keeping these up to date as well as inviting guests to events, keeping the RSVP's up to date, logging travel and activity reports; 
• Managing and monitoring Outlook, including sending replies and responding to emails and meeting requests, booking equipment, restaurant or conference facilities;
• Making travel arrangements through to book all flights, hotels and transport as well as creating itineraries and arranging currency;
• Inception of new clients and matters together with the preparation of engagement letters;
• Photocopying, printing, scanning, uploading and preparing client information;
• Managing the Document Management System, ensuring appropriate security and access to documents and workspaces;
• Organising and maintaining electronic and hard copy files;
• Claiming expenses and completing all expense related forms, co-ordinating the monthly billing process using Aderant and liaising with the billing team as necessary; 
• Taking telephone messages and dealing with client queries where appropriate;
• Supporting other members of the team when required to ensure high quality work is delivered within required deadlines; and
• Carrying out any other ad hoc secretarial and administrative tasks as required.

The applicant will be a quick and accurate typist with the ability to prioritise their workload and work on their own initiative.   They should be able to meet tight deadlines when required and able to work under pressure. There will also be general administrative responsibilities such as scanning and e-filing. 

PERSON SPECIFICATION

SKILLS, KNOWLEDGE & EXPERIENCE

• Enthusiastic and demonstrates a 'can do' approach
• Strong organisational skills, able to plan and manage multiple tasks, within tight deadlines
• Excellent attention to detail, ensuring quality work is accurately produced within agreed expectations and deadlines
• Good verbal and written communication skills
• Professional and approachable at all times, able to build positive working relationships within the team and across all support areas
• Strong client focus and a willingness to always go the extra kilometre
• Shows initiative when dealing with problems and provides common sense solutions
• Responsible and willing to take personal ownership for the effective delivery of tasks
• Remains calm and focused when under pressure
• Flexible with time and able to adjust working hours when required to meet deadlines
• Has a genuine interest in learning and a willingness to improve skills 
• Good level of technical ability in Microsoft Office
• Efficiently seeks and develops ways of working at every opportunity 

We are looking for someone who displays a well-ordered approach to work, is highly organised with strong interpersonal skills.  The right candidate will be able to self-manage and be proactive when considering the needs of fee earners and clients. We are looking for a team player with good communication skills, who is able to liaise effectively with people at all levels across the firm, and has a keen eye for detail. The applicant will be advanced in Microsoft Outlook, Word and dictation.

Hours: 9.30 am – 5.30 pm 
Salary: Depending on experience