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2i Recruit Ltd
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Guildford, Surrey
Legal Secretary (Client Document Executive)
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Job Type: Full-time |
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Salary: £26,000 per annum |
Overview
This role will form part of the newly formed "Internal Client Services" team ("the team") providing dedicated services across all practice groups in the Firm. Whilst you will be working within the individual practice groups and offices, the reporting lines will be directly to the management structure of the team. You will be responsible for delivering the highest level of internal client services to Partners and fee earners through: An excellent client support service based upon a detailed understanding of Partners, fee earner and clients’ needs Timely responses to enquiries and high standards for completion of work Clear, informative and open two-way communication A desire and ability to provide solutions Integrity and transparency at all times An ability to help Partners and fee earners help the clients The Role The role of Client Document Executive is to provide Partners and fee earners with an accurate, professional and efficient document production service. The Client Document Executives will take an active interest in the workload and requirements of each area of the Firm and will provide flexible services to ensure deadlines are consistently met. This role will report to a Client Document Executive Lead or the Senior Client Document Executive where appropriate. Key Tasks and Responsibilities Document Production Produce, format and amend emails, correspondence, documents, reports, faxes, deeds and attachments Produce and amend PowerPoint presentations, organisational charts, mail merges, Excel spreadsheets and graphs Create marketing documentation such as team sheets, seminar slides and pitch documents Ensure documents are formatted in the Firm’s house style and in line with existing systems and procedures Proof read and review documents to ensure accuracy and consistency in adhering to the Firm’s house style Dictations Use available systems and processes to ensure work is prioritised and completed effectively Ensure documents are produced within the required timescales and to the highest standards Liaise with Partners, fee earners and the team as appropriate in relation to document production Build solid relationships with, and provide regular updates to service users on the progress of tasks Support and help other team members by sharing system and best practice knowledge, ensuring continuous skills development Other duties and responsibilities Assist other members of the team, both proactively and at the request of the Client Document Executive Lead or Senior Client Document Executive where appropriate To provide Client Service Executive services where it is appropriate to do so or as cover requirements allow Deal with client calls, in the absence of the local Client Services Executive Working effectively with other legal and Business Resource teams as required Any other duties as reasonably requested by the Partners, fee earners, Client Document Executive Leads/Senior Client Document Executives, or the Head of Internal Client Services Personal Specification A Client Document Executive has a responsibility to ensure their skills set remains up to date and they are familiar with the Firm’s teams, key individuals, clients, internal systems and procedures. This will ensure that the Client Document Executive is able to carry out their role effectively and, where appropriate, discuss any training requirements with the Client Document Executive Lead or Senior Client Document Executive in their area. The basic skill set to be achieved by each individual Client Document Executive is as follows. Excellent communication and team skills Excellent attention to detail Flexible and dependable Able to and demonstrate taking initiative Ability to take ownership and responsibility for own work Able to remain calm under pressure and work to tight deadlines Conscientious, approachable and enthusiastic A desire to enhance the skills of self and others A strong focus on ensuring the highest levels of service standards are delivered and maintained Ability to quickly build confidence, respect and trust with others Accurate typing speed of at least 60 words per minute Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the Firm, with an ability to pick up new technological skills through training, both on the job and through specific sessions. Ability to clean document formatting and reformat in the Firm’s house style Ability to repair documents independently or with support from IT Experience of using BigHand would be advantageous Ability to quality check and proof read their own work and that of their colleagues Benefits 25 days holiday and long service accrual Private medical insurance Employee assistance programme Access to corporate gym membership rates Eye care Wellness initiatives Holiday purchase schemes Bonus scheme Pension scheme Income protection insurance Mortgage advice service This job description is not rigid or exclusive and may be adjusted at any time in consultation with the Director to meet the needs of the Practice or the post holder. There is constant review and adaptation to meet the changing needs of the Practice.