Receptionist / Legal Secretary

Legal Southwest; Wellington; On-site; GBP 22,000 - 30,000; Full time

Job summary

A leading company is seeking a full-time Receptionist / Legal Secretary for their Wellington office. The role involves providing clerical support to fee earners and ensuring smooth office operations. Ideal candidates will have strong organizational skills and experience in customer service, alongside proficiency in Microsoft Office tools.

Qualifications

• Experience in clerical and administrative support.
• Strong customer service and communication skills.
• Ability to manage diaries and appointments.

Responsibilities

• Providing administrative support to fee earners.
• Ensuring high-quality customer service.
• Managing diaries and booking appointments.

Skills

Clerical Support

Customer Service

Diary Management

Financial Control

Team Support

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

On behalf of our client, we are looking for a Receptionist / Legal Secretary to join them on a full-time, permanent basis to join their Wellington office.

Main purpose of the role (Skills and Knowledge):

1. To provide both clerical and administrative support to fee earners, either as part of a team or individually. The role plays a vital part in the administration and smooth running of the business.

2. Assistants/Secretaries are involved with the coordination and implementation of office procedures and may be responsible for specific tasks or projects and, in some cases, oversee and supervise junior staff.

Key tasks (but not limited exclusively to)

1. To conduct matters on behalf of clients in a professional manner. Providing a friendly, courteous, knowledgeable and professional service. To protect the firm against service complaints by ensuring service is of the highest quality.

2. Attending all service users and professionals, whether in person, on the telephone or by email in a polite, efficient and professional manner at all times.

3. To comply with the Policies and Procedures pursuant to the Office Quality Manual at all times.

4. Using a variety of software to support our case management system including Microsoft Word and 365, Outlook and Excel to produce correspondence, documents, presentations, records and accounts.

5. Diary management, together with booking appointments/meetings. Attending meetings where necessary and assist in note taking. Creating, photocopying and printing of documents.

6. Participation in marketing activities, whether on a firm-wide, departmental or office basis.

7. Financial control, with particular regard to cash-flow control through collection of monies on account and billing procedures. Ensuring prompt closure of files at completion with ledgers nil balanced and activation of feedback/review request with Review Solicitors

8. Meeting all deadlines within the specified timeframes and ensuring prompt response to telephone calls with accurate notes taken and recorded and passed to the appropriate staff member without delay.

9. Taking part in compulsory compliance training, developing skills of self and other members of staff where appropriate. Being responsible for maintaining Professional Standards or Professional Accreditations for the role (if required or appropriate), together with any on-going or further training required, and reporting immediately to the partners of any changes.

10. Assisting colleagues as own duties allow and in particular holiday and sickness cover, providing general support within the team/office/firm as required.

11. Always adhering to the Equality and Diversity Policy of the firm.

12. Further role requirements as discussed and agreed with the partners.

13. All postal duties, including DX and Royal Mail post, to include opening, dating, sorting and distribution, franking etc.

14. To oversee diary management for the meeting rooms, maintain meeting rooms and provide assistance to other members of staff when in meetings, as reception duties allow. Informing the appropriate staff member of appointment attendances at the office in good time.

15. Assisting colleagues with photocopying and printing of documents as reception duties allow.

16. Ordering and maintaining stationery and office equipment and obtaining partner approval for purchases/order when required.

17. Ensuring prompt response to telephone calls, taking accurate messages and ensuring the calls/messages are passed to the appropriate staff member without delay.

Please get in touch if you would like more information about this role or send your CV via the form below in complete confidence and we will get back to you.

Legal Southwest will never, without exception, send out your CV without your prior knowledge or consent so please be assured that we treat every application with the utmost confidentiality.