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Junior Secretary - Banking
Main purpose of job:
To provide effective and high quality secretarial support, through delegation from secretaries and fee earners, that appropriately meets fee earner requirements, enabling them to focus on providing legal services to clients. To help fee earners to maximise the amount of time they are able to spend fee earning, undertaking business development activities etc by assisting in the management of a fee earners’ day to day workload.
Main duties and responsibilities:
Diary and contact management
Assisting secretaries and fee earners to manage and maintain diaries, making appointments and coordinating internal and external client meetings, research interviews etc and ensure all work activities are scheduled effectively, including the identification and resolution of potential challenges and clashes.
Assisting secretaries and fee earners by arranging the booking of conference rooms, video conference facilities, cars, refreshments, restaurants, and liaising with meeting attendees, both internal and external.
Assisting secretaries to monitor post and/or emails, prioritising correspondence to enable fee earners to focus on urgent matters and using initiative to route emails to the appropriate individuals for swift response and action; wherever possible, responding to and filing emails on behalf of fee earners to reduce volume.
Responding and dealing with external or internal telephone calls and queries in a professional manner and taking clear and concise messages for other members of practice group as required.
Assisting secretaries and fee earners in organising travel arrangements through the travel company, booking and confirmation of reservations, flights, hotels, car transfers, ordering currency and expense claims and producing detailed itineraries.
Preparation of key documents and correspondence
Assisting secretaries and fee earners with typing and drafting where appropriate letters, correspondence, presentations, reports and legal documentation; proof reading all work to ensure that completed documents are delivered accurately and to a consistently high standard.
Assisting secretaries and fee earners with the preparation of agendas, presentations and meeting papers, including print production and timely distribution and chasing papers for meetings and ensuring that fee earners have papers and adequate preparation time.
Assisting secretaries and fee earners with formatting of bids, pitches and capability statements for clients typically in Word or PowerPoint; inputting edits to client facing documents, sourcing fee-earner CVs for pitches and coordinating the update of the CVs for the pitch then submission to the BD contact by required deadline and/or submission of pitch documents where online submission is required.
Assisting secretaries and fee earners with presentations for client training, seminars and conferences; sourcing of fee-earner CVs and coordinating the update of the CV for the specific event, then submission to BD contact or event organiser ahead of required deadline and formatting PowerPoint presentations to meet firm guidelines.
Assisting secretaries and fee earners with the maintenance of CVs; maintaining fee-earner CVs on CV Bank and the website to include entering content changes as directed by fee earners, and proactively supporting the quarterly CV review by printing all versions of own fee earners’ CVs from CV bank for review and mark-up, proactively asking fee-earners about adding new deals and cases to their CV upon completion of a matter.
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.
Organises document management, including closing of files, archiving and ensures that all relevant documents are filed electronically and paper-based, if required.
Demonstrate an understanding of the end-to-end billing process and Elite (Financial system); assisting secretaries and fee earners by liaising with the billing team, producing the relevant documentation and prompting fee earners to complete all necessary time recording.
Dealing with and submission of travel invoices and expense claims, and maintenance/filing of copies.
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.
Assistance to fee earners, Secretarial Co-ordinator or Group Head on time recording (Rekoop), including exception monitoring and reporting as required.
Supporting fee earners and Secretaries with InterAction updating; ensure new business contact details are entered and contacts from fee-earners Outlook address book are shared, updating changes of contact and entering activities when a M&BD activity is planned with a client or target by own fee-earner, proactively downloading and printing reports on contacts ahead of meetings and pitches with the contact.
Assisting secretaries and fee earners in updating information on the SharePoint intranet or in managing and maintaining particular pages.
Assisting secretaries and supporting fee earner with the preparation of speaker CVs and formatting of speaker materials, RSVP management for events sponsored by own fee-earner by taking/responding to telephone and email enquiries from interested delegates, responding to fee-earner queries about attending delegates using InterAction reporting function, notifying own fee-earners about events that are coming up in their/other office when visiting using intranet events calendar and notifying the organiser if fee-earner wishes to attend.
Education / Qualifications / Experience:
Experience working as a secretary within a professional services environment.
Knowledge and Technical Skills:
Client service orientated approach
A proven working understanding of teamwork
Problem solving skills
Advanced communication skills at all levels
Self-management and excellent organisational skills, with the ability to prioritise work calmly and effectively in a pressurised environment
Accountability and professionalism
Business and organisation awareness
Ability to work calmly under pressure
Ability to develop self and others
Attention to detail and discretion with confidential information
Good working knowledge of Microsoft applications
Good working knowledge of document and client relationship management systems, OCR/PDF software and financial recording applications
Please find further details in the job description below.
Simmons & Simmons offer a competitive salary and a generous benefits package.