STOUR BAY PARTNERSHIP

Responsibility

• secretarial support, including
• document management, document comparison, document formatting and applying house styles, fixing corrupt documents, incorporating amendments and general correspondence
• preparation of execution documents, reports and presentations
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• travel planning and itineraries
• pro-active diary management, meeting scheduling, preparation of agendas
• liaison with clients
• arranging restaurant bookings
• organises document management, including closing of files, archiving and ensures that all relevant documents are filed electronically and paper-based, if required
• business Development Events
• dealing with and submission of travel invoices and expense claims, and maintenance/filing of copies
• time management for legal staff
• to have a broad legal knowledge and be able to provide secretarial support covering holidays and on an "as needs" basis across, Corporate, Commercial, Employment, Dispute Resolution, Real Estate practice areas and provide cover to our Front of House Team
• personal ad hoc work as and when required
• documents and Correspondence: Type documents and correspondence for Partners/Associates. Ensuring correspondence is prepared, signed and sent out in a timely manner
• supporting fee earners, Secretarial Co-ordinator or Group Head on time recording, including exception monitoring and reporting as required
• diary Management: Manage diaries in a pro-active manner ensuring the Partner/Associates are prepared for forthcoming appointments
• administrative support, including
• administration: Maintain contacts, distribution lists, scanning and filing
• managing compliance processes
• matter Management: Ensure files are opened and closed correctly as well as archived on a regular basis
• diary Management: Manage diaries in a pro-active manner ensuring the Partner/Associates are prepared for forthcoming appointments both internally and externally
• day-to-day administrative tasks such as photocopying, scanning and demonstrating the ability to delegate to appropriate department/s when necessary, e.g. for organising large volume printing, photocopying, document production
• assisting with billing
• copying, archiving, e-filing and filing
• business Development Support: Assist with Team BD activities, including client events and tenders
• matter Management: Opening new matters and conflict checks and collating relevant KYC for the file
• updating Interaction
• organising and maintaining up to date systems to ensure effective document management, including closing of files, archiving and ensuring all relevant documents are filed electronically and paper-based
• other Duties: other ad-hoc duties, research and projects as requested by the Partners/Associates
• assisting team secretaries with work as and when required
• expenses and invoice processing

Requirements

• A positive and proactive mindset to continually deliver high level support
• excellent communication skills and ability to build relationships at all levels across the firm
• proactive, flexible and adaptable with a "can do" mindset and initiative to find solutions to problems and issues
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• experience working as a Legal Secretary within a Employment and Pensions team
• ability to prioritise, and comfortable working with autonomy
• minimum of 5 years’ experience, ideally gained within an international law firm, working across multiple time zones
• good time management, adopting a flexible approach to work
• ability to balance and prioritise a range of tasks, projects and deadlines
• A positive approach to ongoing development and implementing new ways of working
• legal secretarial experience
• experience working in Leveraged Finance & Capital Markets Departments
• administration skills- planning, organising, eye for detail, maintaining accurate records/information
• confidentiality and the ability to work using own initiative with minimal supervision are essential
• A strong team player, working flexibly to assist colleagues and undertake projects as required
• people Skills - approachable, professional, engaging and calm
• IT Skills - Excellent Outlook and our internal systems
• knowledge of Intapp Time and Intapp Business Acceptance, Chrome River, EMS and Interaction are helpful
• relationships - Developing strong and professional relationships with clients, the team and colleagues across the firm
• excellent attention to detail
• experience of working within the legal sector or within a professional services environment
• strong organisational skills, with the ability to manage competing priorities and meet deadlines
• visit the JobsAware website for information and free expert advice for safer work
• excellent communication skills, both written and verbal
• report this job
• flexibility is essential as there will be occasions when extended hours are required
• please note Reed.co.uk does not communicate with candidates via Whatsapp, and we will never ask you to provide your bank, passport or driving licence details during the application process
• reference: 50201342
• to stay safe in your job search and flexible work, we recommend visiting JobsAware, a non-profit, joint industry and law enforcement organisation working to combat labour market abuse

Earnings for position legal secretary

Responsibility

• refer to Secretarial Competency Framework in relation to expectations and responsibilities
• assisting attorneys with monthly WIP/billing - preparing and producing bills, keeping accurate records of expenses, disbursements and fees for client billing
• organise work by reading and routing correspondence, collect information, initiate correspondence
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• arrange meetings, attendance at conferences, video and telephone conferences, and travel/hotel bookings for Oral Proceedings as required
• build an understanding of the nature of the Attorneys' work, get to know their clients and build relationships with them and their similar counterparts
• organise travel and providing Attorneys with detailed itineraries, as and when required
• all usual patent secretary responsibilities including preparation and handling of patent application documents and forms
• tracking patent file deadlines using firm’s IT system to ensure these are adhered to, processing deadlines to move on or to request cancellation when complete
• diary management - proactively managing attorney diaries
• liaise with colleagues in London and Munich head office, including Partners and Attorneys, regarding client procedures, client communications and billing, as well as with various formalities departments in Munich
• knowledge of filing cases through the EPO/UKPO
• maintain client confidence and protect business operations by keeping information confidential
• secure information by transferring documents and correspondence to in-house database
• keep up to date with office IT and procedures; ask for clarification where required
• working with attorney to ensure projects are delivered on time

Requirements

• excellent interpersonal skills with an ability to interact with people at all levels
• previous patent experience at a high performing level
• accurate typing at minimum 60 wpm net
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• self-motivated individual with a proactive approach
• excellent secretarial skills, fast accurate typing
• ability to work autonomously
• keen to take ownership
• excellent written and verbal communication skills
• ability to think on one's feet to solve administrative problems

Earnings for position team secretary

Responsibility

• maintaining all filing systems effectively

Requirements

• passionate and enthusiastic about providing exceptional client service
• copes effectively in demanding circumstances
• the integrity to handle highly confidential information appropriately
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• have the ability to use own initiative to adapt, and think laterally
• the ability to pick up unfamiliar work quickly and be proactive
• self-motivated and goal focussed, you will enjoy change and variety, and thrive under pressure
• technically advanced in Word and Excel
• experience of SOS Connect, Winscribe, BigHand, Nuance/Kofax and iManage would be advantageous
• self-motivated and able to organise own work with minimum supervision
• computer literacy
• good time management, adopting a flexible approach to work
• demonstrates persistence and commitment to completing tasks and objectives

Earnings for position legal secretary - private client

Responsibility

• preparing filings for submission to competition authorities
• understanding of responsibilities of fee earners and of the demands on them

Earnings for position paralegal

Responsibility

• expenses management
• contribute to the culture positively, attend meetings as required, and carry out duties willingly and diligently
• undertake training and development as appropriate and engage fully in the performance management process
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• carry out such other tasks as you may be reasonably directed to do from time to time

Requirements

• supremely diligent, with excellent attention to detail and an eye for good presentation without loss of pace

Earnings for position personal assistant