Job Vacancy - Harding Evans

Job Vacancy Position: Secretary Practice Area: Child Care Dept th

Posted: 7 November 2017 REF: HECS/01 Contact: Lian Franklin– HR Officer Contract Type: Permanent Hours: Full Time Monday – Friday 8:30am – 5:00pm (37.5 hrs per week) Salary: Competitive Location: Queens Chambers, Newport

Further Information Harding Evans is a well-established law firm ranked in the top 10 firms in Wales. With a team of around 105, including 11 Partners, we deliver a wide range of legal services throughout England and Wales. As an award winning firm, we continually invest in our people and technology to maintain the high standards of client care we deliver. For more information about us please visit www.hardingevans.com

The Role An exciting opportunity has arisen for an enthusiastic Secretary join our Child Care Team. The successful candidate will undertake a range of secretarial and administrative duties to assist the solicitors & paralegals within the team in the running of their files. They will also provide support by taking instructions from potential new clients and noting the details of the case for referral to a Fee Earner in the Dept. Please see the attached job description for more detail.

The Candidate The position would suit an experienced secretary looking to gain valuable experience in a legal environment. You should be able to work to deadlines and effectively within a team. Excellent IT and data entry skills are essential. Candidates are expected to be fully IT Literate and have experience of using all Microsoft Office packages. Excellent written and verbal communication skills are essential with the ability to work under pressure. Experience of using Case Management Systems/Time Recording Systems and knowledge of Legal Aid funding is advantageous but not essential.

How to Apply To apply, please forward an up to date copy of your CV to Lian Franklin – HR Officer at [email protected] complete with a covering letter, detailing your salary expectations by 20th November 2017. Harding Evans LLP is an equal opportunities employer and will avoid unlawful discrimination in all aspects of employment including recruitment. Person and job specifications are limited to those requirements that are necessary for the effective performance of the job.

Harding Evans Solicitors 6th November 2017| Job Vacancy Child Care Secretary/Ref: HECS/01

JOB DESCRIPTION Job Title: Responsible to: Responsible for: Location:

Secretary Supervising Solicitor/Partner; Child Care Department. N/A Queens Chambers, Newport.

Role / Job Purpose  To assist in the smooth running of the department and/or wider Firm by providing secretarial and administrative support to the fee earning team by effectively undertaking all assigned tasks allocated  To support the Child Care Team in their daily roles including taking telephone calls, typing, copying and filing, and undertaking any associated administration relating to the work carried out by the Team members.

2. Role Specific Responsibilities and Activities The post holder will undertake tasks including but not limited to:

To support your fee earners by ensuring all routine administrative processes are managed along with managing diary commitments.

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To prepare basic Court documents and applications for legal aid.

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To prepare correspondence through audio typing and word processing.

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To deal with routine post, drafting straightforward replies as appropriate.

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To administer filing relating to Child Care matters including daily filing, opening, closing storage and retrieval of client files in accordance with the procedures contained within the office manual

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Resolving debit or credit balances on files enabling them to be closed.

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To ensure protocols are in place to protect the confidentiality of both the firm’s and clients’ documentation and information.

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To manage diaries, take minutes of meetings and circulate as appropriate.

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To prepare mail and enclosures for dispatch.

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To ensure that all necessary photocopying is carried out.

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To provide support to other secretaries as required.

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To attend to clients in person or on the telephone, providing support in a professional and friendly Harding Evans Solicitors 6th November 2017| Job Vacancy Child Care Secretary/Ref: HECS/01

way and ensuring the firm’s standards for client care are maintained. 

To deal with clients queries whenever possible and referring matters to the fee earner as and when necessary.

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To undertake any specific training identified as necessary to update skills or improve performance.

3. General Responsibilities and Activities             

To undertake mandatory training or training identified as necessary to update skills or improve performance. Have appropriate skills or ability to acquire and develop skills in order to utilise case management system effectively To identify and initiate any cross-selling opportunities. To ensure client satisfaction remains a high priority at all times and ensuring appropriate client relationship management. To ensure that supervision is sought prior to contacting third parties outside the Firm or undertaking any work outside of the scope of the role. To ensure protocols are adhered to in order to protect the confidentiality of both the firm’s and clients’ documentation and information You will also be required to undertake other tasks as directed to ensure the work of the department or firm as a whole is carried out. Post Holders will work collaboratively with other appropriate departments within the Firm to ensure a seamless service is provided for all Clients of the Firm. To attend and, where required contribute to team meetings. Support the fostering of a collaborative team environment by providing support when covering for colleagues and willingly offering assistance, prioritising tasks appropriately in order to assist colleagues for the benefit of the team/Firm. Ensure telephones are covered and answered promptly and professionally at all times. Act as a mentor/buddy to new team members when required. Attend business development and marketing events when required to do so and overall to have responsibility towards business development

This job description reflects the key tasks to be carried out by the post holder and identifies a level of responsibility at which they will be required to work. In the interests of effective working, the key tasks may be reviewed from time to time to reflect changing needs and circumstances. Such reviews and any consequential changes will be carried out in consultation with the post holder.


4. Person Specification 1.

Criteria Knowledge, Training and Qualification

Essential 

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2.

High Proficiency in all Microsoft Office Packages including word, outlook e-mail, outlook diary functions.

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Previous experience of working in legal practice and understanding of accounts ledgers and dictation systems.

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Knowledge of Legal Aid funding available for Child Care work.

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Demonstrable knowledge of the law relating to Child Care cases and related procedures.

 Demonstrable experience of providing excellent customer/ client service.

Experience of working in a legal practice in a similar role.

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Experience of successfully supporting senior fee earners in a secretarial/assistant capacity.

Experience of working with Case Management and Digital Dictation Systems.

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Knowledge/previous experience of legal aid systems and applications.

Experience 

3.

Excellent English verbal and written communication skills are essential including the ability to relate to people at all levels.

Desirable

Personal Skills & Qualities 

Ability to listening carefully and ask questions to ensure full understanding tasks.

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Demonstrable ability to handle difficult/ upset clients and respond accordingly in sensitive situations.

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Ability to carry out research quickly and efficiently.

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Professional telephone manner

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The ability to work as part of a team and also take personal responsibility and ownership of own work.

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Ability to maintain attention to


detail and accuracy when recording information, carrying out a tasks 

Excellent communication skills both written and verbal.

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Good prioritising and planning skills to ensure that tight deadlines are achieved under pressure

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Ability to work with confidential and sensitive information with discretion

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Flexibility to work outside of normal office hours that may be required from time to time.

Signed……………………………………………… Date………………………............. (EMPLOYEE NAME)
