MAIN PURPOSE

To provide efficient and effective support to all departments in general areas, e.g. reception duties, secretarial duties, photocopying, incoming and outgoing post, archiving, scanning, filing, file opening, file updates and time recording etc.

KEY TASKS

· Reception/phone cover
· On request the photocopying/scanning of documents, bundles and legal files ensuring that the copies are complete, clear and accurate. Where relevant, filing in binders with appropriate dividers in accordance with the originals.
· The coordination of outgoing post and local deliveries. The preparation of documents and correspondence for delivery and the franking and stamping of envelopes/packets as necessary. Monitoring the value of prepaid postage in the franking machine and arranging credit when necessary.
· To ensure that stationery stocks are stored in an orderly fashion in the relevant area and highlighting any items requiring re-ordering. Following delivery of orders promptly placing items in the usual location.
· To provide assistance in areas of facilities administration.
· The regular checking of printers and photocopiers, making sure that paper trays are adequately supplied and replacing toners as necessary.
· To assist with billing and accounts tasks when necessary.
· Utilising digital dictation, production of documents correspondence and file notes as dictated or requested by any principal or fee-earner. Ensuring that workload within the secretarial department is managed in the event of an evident backlog.
· Ma king appointments utilising the electronic diaries, arranging meetings and reminding the appropriate fee-earner of appointments, providing file notes as required. Ensure at all times that all key dates are recorded and actioned.
· The taking of phone calls for the principals/fee earners and making the appropriate file note. As necessary, maintaining the task in the event of holidays/absenteeism of other secretaries. Where relevant taking messages and ensuring that the intended recipient is made aware of the message either by e-mail or written note.
· To promote and effect competent communication in all dealings with clients and colleagues, ensuring information is relayed to all parties quickly and efficiently either verbally or in writing. Briefing the appropriate fee-earners on all matters brought to their attention which have been dealt with or are in process. 0
· Ensure the positive representation of the firm in all dealings with clients and others
· Processing all administrative functions efficiently and in accordance with the procedures laid down in the office manuals.
· File opening and dealing with updating files from attendance notes.
· Time recording and recording of expenses.