HOLMES O'MALLEY SEXTON
JOB DESCRIPTION
Job Title : Commercial & Financial Lines Legal Secretary Full time
Reporting to : Immediate Solicitor/Partner
Summary of Job:
To perform the duties of a personal secretary to the relevant solicitor/partner. To assist with 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 perform the duties of personal secretary to the relevant solicitor/partner, plan and maintain diary/appointments to ensure time is managed effectively; open and scan post as required, assess and prioritise same if required and action matters accordingly; respond to enquiries (mail, phone, in person, email), organise travel arrangements.
· 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.
· Creating, amending and formatting legal documents and templates.
· Use Dictaphone system to prepare and type documents regarding correspondence, legal submissions, etc.
· To support the solicitor/partner in the various areas which fall under his/her remit. To prioritise work accordingly.
· Required to have detailed knowledge of legal procedures.
· Prepare briefs/booklets of documents for Court.
· To arrange various meetings and ensure that the following are carried out if required:
o arrange meeting and venue
o arrange lunch, coffee or 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 work to continuous deadlines and perform duties in a highly confidential environment.
· To manage the filing system for the relevant solicitor, including indexing material, identifying and opening new files and the efficient retrieval of files on a day-to-day basis.
· To manage a file listing for the relevant solicitor on an ongoing basis and to assist on billing, and file archiving as part of the file closing processes.
· To respond on own initiative to general queries and requests for information/assistance from senior personnel within the office. All external queries/correspondence need to be approved and signed off on by relevant partner/solicitor.
· At all times to work efficiently using own initiative, taking responsibility 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 undergo training internally on work processes and to undergo training on new use of new systems or technologies that may be introduced as part of internal work processes from time to time
· Coach new employees as required.
· To provide cover on reception as required.
· To undertake postal duties on a rota basis.
· To undertake other appropriate duties assigned by the relevant solicitor/partner or his/her nominee.
Personal Specification
Qualification & Skills
Leaving Cert, ideally honours English.
Secretarial Course with high scores in Typing & Accuracy.
Excellent Communication & Interpersonal skills.
Organisational ability & Time Management skills.
Proficiency with use of Microsoft Word, Excel and PowerPoint.
Experience working in litigation, ideally commercial litigation.
Dependable and ability to use discretion.
Familiarity with Partner case management system a bonus.
This position offers an attractive remuneration package and exceptional career prospects. 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
Job Types: Full-time, Fixed term
Benefits:
* Additional leave
* Bike to work scheme
* Company events
* Company pension
* Employee assistance program
* Sick pay
* Wellness program
Work Location: In person
Reference ID: PD TW LS 3 24