Holmes O'Malley Sexton LLP is a leading national Irish law firm, with offices in Dublin, Cork and Limerick, dedicated to providing a range of commercial and personal legal services. Our brand is one of quality, knowledge, experience and value delivered through a timely, friendly and cost-effective service.
Holmes O'Malley Sexton LLP are passionate about attracting and retaining talented individuals who wish to develop their own careers through being part of their team.
Summary of Job:
To perform the duties of a personal secretary to the relevant solicitor/partner within the Defence Litigation department. To assist in the secretarial and administrative functions of the section. To ensure the smooth operation of the section of the office on a day-to-day basis.
Principal / Regular Duties and Responsibilities
* To act as main contact person on behalf of the relevant solicitor/partner in relation to the office functions and activities, to answer queries as required and accurately relay information internally, and to external bodies and the general public.
* Use Dictaphone system to prepare and type documents regarding correspondence, legal submissions, etc
* To perform the duties of personal secretary to the relevant solicitor/partner, plan and maintain diary/appointments to ensure time is managed effectively; open & scan post as required, assess and prioritise same if required, action matters accordingly; respond to enquiries (mail, phone, in person, email), organise travel arrangements;
* Required to have detailed knowledge of legal procedures.
* Understanding of and ability to use "Partner "document management system.
* To manage and adhere to the particular reporting requirements of differing clients,
* Manage the input of management information on IT database in an accurate and timely manner.
* To support the solicitor/partner in the various areas which fall under his/her remit. To prioritise work accordingly.
* To work to continuous deadlines and perform duties in a highly confidential environment.
* To maintain contact with staff from all areas within the company and externally with clients, medical professionals, insurance companies, counsel etc.
* To manage the filing system for the relevant solicitor including indexing material, identifying and opening new files, efficient retrieval of files on a day-to-day basis.
* To respond on own initiative to general queries and requests for information/assistance. To deal with queries from senior personnel in company and externally as required
* At all times working efficiently using own initiative, taking responsibility without direction and using discretion when dealing with company matters, cases and individuals.
* To perform general office duties as required to collate, type, layout, photocopy, assemble, bind and dispatch correspondence etc.
* To arrange various meetings and ensure that the following are carried out if required:
o arrange meeting, venue and appropriate refreshments
o notify each member of each meeting
o timely circulation of agenda and documentation
o ensure members who do not attend meetings receive documentation
o draft minutes/reports and appropriate correspondence and ensure they are circulated
o Cross reference minutes/reports with relevant file(s) to enable easy retrieval of documents dealt with at the meeting
* To undertake postal duties on a rota basis.
* To undertake other appropriate duties assigned by the relevant solicitor/partner or his/her nominee
Qualification & Skills
* Leaving Cert, ideally honours English.
* Secretarial Course with high scores in Typing & Accuracy.
* Experience in Defence Litigation
* Strong attention to detail.
* Excellent IT skills.
* Excellent Communication & Interpersonal skills.
* Organisational ability & Time Management skills
* Dependable and ability to use discretion.
Benefits include:
* Competitive salary - dependent on experience
* Additional annual leave days
* Sick pay entitlements
* Pension
* Life cover and PHI income protection cover
* Death in Service cover
* Paid professional subscriptions
* Travel Saver Incentive Scheme
* Bike to Work Scheme
* Employee Wellness Programme
* Fresh fruit daily
* Organised sports and social activities
* Employee Assistance Programme for you and your family members
* Free eyesight testing
* Free annual flu vaccine
* Dry cleaning collection and delivery service
Job Type: Full-time
Pay: €30,000.00-€40,000.00 per year
Benefits:
* Additional leave
* Bike to work scheme
* Company events
* Employee assistance program
* Wellness program
* Work from home
Work Location: In person