Family Team Secretary – Part Time

Our Family Department is looking for a secretary to join our team for two days a week at our firm offices in London.

Job Purpose

  • To deliver exemplary secretarial services covering a variety of administrative and legal support duties as assigned.
  • To work closely with all team members and Department EA/Senior Secretary to ensure an efficient, proactive and professional ongoing service.
  • To provide a personable point of contact for all external parties, particularly the firm’s clients.

Key Tasks and Responsibilities

Secretarial duties

  • Deliver general legal secretarial admin, such as file opening, billing and file closing etc.
    • Format legal documents to approved SMB standard and style.
  • Provide high levels of customer service on all requests and projects.
    • Manage and communicate with internal key stakeholders as needed.
    • Ensure all clients have a positive experience on point of contact and that any requests are swiftly communicated to the relevant team member.
  • Prioritise key tasks and advise time to achieve.
    • Manage and communicate on multiple requests as needed; keep people informed about progress.
  • Ensure any issues arising are communicated to the relevant team member and promptly addressed.
    • Offer a proactive approach to problem identification and possible solutions.
  • Provide ongoing management of team members’ diaries and Outlook calendars as directed;
    • Organising various internal and external meetings.
    • Room bookings, refreshments as required, IT equipment etc.
    • Assist with setting up meeting rooms for large meetings and events as needed, across teams.
  • Sort travel arrangements for the team as needed for both UK and international travel.
  • Take minutes of meetings if requested and ensure these are distributed promptly.
  • Manage telephone, voicemail, out of office and email messages for the team when they are not available, responding or redirecting as necessary.
  • Coordinate conference calls, Zoom, Teams etc for the team, as required.
  • Distribute documentation internally and externally, electronically or hard copy.
  • Ensure all team electronic and hard copy filing is managed in a timely and efficient manner, in strict accordance with firm procedures.
  • Delegate large copying/printing jobs to Office Services team as needed.
    • Agree time to produce.
    • Be responsible for ensuring delivery of job.
  • Assist with cover for Reception and other departmental PA’s during holidays or busy periods, if required.

Business process support

  • Support Department EA/Senior Secretary with the ongoing management and reduction of aged WIP & debt, liaiasing with Heads of Department/Fee Earners and Credit Controller as needed.
    • Draft invoices for review.
    • Work as needed to improve the department’s financial performance against targets.
  • Proactively assist and manage the team’s IT queries/issues, including liaison with internal IT support and the Software Training & Application Advisor (and if necessary, the firm’s external IT provider).
    • Ensure the team is aware of any planned changes.
    • Support in the timetabling and delivery of any required training within the team.
  • Assist the Fee Earners with preparing Court bundles/Client bibles or other client-related work where capacity allows and where chargeable hours are recorded.
  • Support Department EA/Senior Secretary on project implementation as requested.

If you are interested, please send your CV to Charlotte Quant at charlotte.quant@smb.london.