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413 - JOB SPEC Floating Legal Secretary Spalding


Recruitment Details
Recruitment No. 413                                       Vacancy approved      16/09/2010

Job Title           Floating Legal Secretary              Department           Operations

Office Location     Spalding                              Responsible To       Operations & Support
                                                                               Manager /
                                                                               Document Specialist Team

Permanent, Temporary or                Permanent          Contract Duration    N/A
Full Time or Part Time                 Full-Time          Hours                37 hours per week
                                                                               9 to 5.30 Monday to Thursday
                                                                               9 to 5 Friday

Job Specification / Responsibilities (This will form part of the Job description)

Document Centre Specialist
The Document Centre is a centralised commodity service provider within the firm. Initially the centre will
service generic word processing needs i.e. where work type specific knowledge or experience is not
essential and in addition a print room function for volume photocopying and court bundles or deal bibles.

In the first instance volume work such as attendance notes will be prioritised by the centre.
Once established however services will be extended and the Document Centre is intended to become a
centre of excellence providing word processing and house style support for documents and also other
applications such as PowerPoint and Excel.

Although based in Spalding the centre will service all Roythornes' offices.

Initial Accountabilities: To provide volume digital dictation and administrative support across the firm in
line with the Firm’s workflow ethic.

           to transcribe and prepare dictation through audio-typing and word processing in a timely and
            efficient manner
           deal with administrative routines such as photocopying, document binding and scanning
           operate case management system
           quality control – checking and proof reading work
           deal with queries and enquiries from fee earners, Team Co-ordinators and secretaries
           to provide support in a professional and friendly manner
           collecting and returning work as required by specific departments
           flexibility – to be a member of a team and assist with all work as required
           be pro-active and self-motivated
           ensure the confidentiality of all the firm's and clients' documentation and information
           appreciation of legal procedures
           to undertake any specific training when required to do so and overall to have a responsibility
            towards self development
           any other reasonable requests from fee earners/managers
Floating Team Legal Secretary
To assist fee earners in the department in all aspects of their work.

To assist with digital dictation and administrative support across the firm in line with the Firm’s workflow

Role Specific: The Floating Team Legal Secretary will be physically seconded to any department identified
by the Document Centre as requiring specific secretarial support.

       to transcribe and prepare all correspondence and documents through audio-typing and word
       deal with administrative routines as required to include computer printouts and photocopying
       work within relevant administrative systems and procedures, particularly in the management of
         cash and cheques, the filing of files, bills, correspondence and documents
       be involved in the efficient management of client/matter files to include filing in a timely and
         accurate manner
       assist in management and recording of time and in preparation of billing
       manage incoming and outgoing mail
       operate case management system
       manage specific client files under supervision
       to make appointments, arrange meetings and maintain manager/fee earners diary
         as required
       to attend clients both in person and on the telephone and to provide such support in a
         professional and friendly manner in keeping with the Firm’s standards for client care and
         manage incoming and outgoing telephone calls, e-mails and facsimile transmissions as required
       to provide refreshments as required
       ensure the confidentiality of all the Firm’s and clients’ documentation and information
       appreciation of legal procedures
       knowledge of relevant computer retrieval information systems
       flexibility – to be a member of a team of secretaries and to assist with work as required
       to undertake any specific training when required to do so and overall to have a responsibility
         towards self development and further training
       any other reasonable requests from Fee Earners and / or Managers

Skills / Experience / Qualifications
       Legal Secretarial experience across all practice areas
       Audio/Copy typing skills
       Touch typist with speeds 65wpm or above
       Documents / Track Changes
       Organisational skills
       Digital Dictation
       Case Management
       Excellent Accuracy and Competence in spelling, punctuation and grammar
       Relevant Qualifications / Certificates
Person Profile
       Pro-active
       Able to work within a team
       Ability to work on own initiative
       Ability to multi-task
       Flexible
       Perform under pressure/work to deadlines
       Reliable
       Excellent Communication skills
Benefits - Support Staff

     We believe that we offer sound benefits for staff at all levels. We continually review and
    consider new ways of enhancing the benefit packages to meet the needs of our workforce.

    Membership of the Firm's contributory Personal Pension Plan with matched contributions of 3% or 4%.
    Personal Health Insurance: Non-contributory benefit of 75% of your income for a period of up to 3
     years in the event of serious and long term illness (subject to indemnity being accepted by the Firm's
    Group Life Assurance: Non-contributory benefit, cover equal to twice annual salary.
    You are covered for the cost of general eye examinations for all display screen operators at the
     operator's request and should special glasses be required for use with VDU screens the Firm will
     contribute £50. Display screen operators include all secretaries, data input, cashier and administration
     staff to include ULR screen operators.
    Private Health Scheme: Non-contributory benefit of Level One healthcare cover for employees
     effective following one year's continuous employment. There is the option to purchase cover for your
     Partner and to increase your own level of cover.
    Childcare Vouchers.
    Holidays: 24 days per annum of which one may be designated at Christmas and 8 public holidays.
     Holiday entitlement increases to 26 days (including one designated day) following 5 years service.
    We are committed to eliminating discrimination and encouraging diversity amongst our workforce.
     Our aim is that our workforce will be truly representative of all sections of society and each employee
     feels respected and able to give of their best.

We offer discounted legal fees.
We are able to provide car parking spaces at most offices.
Gym Membership discounted joining fee at our Spalding Office.
Employee Representatives throughout all offices.

Person to conduct First Stage Interview         Personnel
Person to conduct Second Stage Interview        Personnel / Operations & Support Manager / Document
                                                Centre Team Leader
Any tests to be conducted at either stage       Typing Master / Speed / Accuracy test / Track Change

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