Secretary

Term: Permanent
Working hours: Full-time
Reports to: Secretarial Coordinator
Team: Employment
Location: London or Cardiff
About us

Successful businesses rely on a unique set of ideas and people . We help our clients protect and develop those vital assets, unlocking possibilities for future success.

From iconic brands and leading multinationals to pioneering start-ups, we are proud to work with a huge range of inspiring clients, helping them to turning their ideas into reality and getting the best from - and for - their people.

Our people are not only exceptional at what they do, they also enjoy doing it and consistently give their best to a firm they’re proud to be part of. This stems from our firm culture and our ethos of bravery and kindness . That ethos runs through everything we do, from our approach to recruitment, business practices, and DEI activities to the day-to-day environment in our office and our relationships with clients.

With an internationally minded team of more than 700 working across key areas of law – plus strategic partnerships around the world – we’ve got both the combination and calibre of legal experts it takes to enable our clients’ businesses to thrive. Whether it is providing global employment law advice, managing a global IP portfolio or piecing together a multijurisdictional corporate transaction, we are able to have the right people, in the right place, at the right time.

About the role

The purpose of this role is to provide first class support to allocated Partners and Associates across our Employment, Immigration and Data, Privacy & Cyber legal practice groups. You will act as their ‘ambassador’ both within the firm and externally, being the first point of contact for clients and colleagues. In addition, you’ll produce accurate and timely legal documentation and correspondence as required alongside handling administrative duties on behalf of allocated Partners and Associates.

Key Responsibilities

• Be the first point of contact for clients, dealing with them efficiently and appropriately – liaising with them to deal with any queries or issues if able to. Fielding as many calls and matters as possible.
• Build a working knowledge of the legal area of expertise of allocated Partners and Associates.
• Ensure sensitivity and confidentiality when dealing with clients, colleagues and private matters on behalf of allocated Partners and Associates.
• Build a strong knowledge of the firm’s Strategy and an understanding of how the work of allocated Partners and Associates fits with this Strategy.
• Co-ordinate billing/credit control and accounting matters relating to clients of allocated Partners and Associates including drafting bill requests, bill narratives, and chasing clients for payment of unpaid bills as required.
• Maintain allocated Partners and Associates diaries by liaising with them on a regular basis to discuss forthcoming appointments and any required arrangements.
• Schedule internal and external meetings, ensuring that all arrangements are in place and any required materials and documentation are prepared in good time.
• Assist with marketing activities as required including liaising with the Marketing team and assisting with the preparation for seminars and other events as required.
• Assist with the preparation of client correspondence and documents as required.
• Answer calls in a helpful and professional manner, dealing with queries if able and ensuring messages are taken accurately and dealt with appropriately.
• Develop a sufficient knowledge of the division’s work to be able to work with any of the Partners and Associates or with colleagues from other Legal Practice Groups when necessary.
• Build a sufficient knowledge of files and matters to be able to support allocated Partners and Associates in assisting clients and others, as appropriate, in their absence.
• Take an active part in developing own role and working to provide increasing support for allocated Partners and Associates – ensuring suitable training is undertaken.
• Assist with workload of secretarial colleagues across all GB offices as required.
• Any other duties as required in line with the level or the role.

About you

You will have a professional manner, excellent communication and interpersonal skills, and have previous experience working in a secretarial role in a legal environment. You’ll have a flexible nature, enjoy working within a fast-paced team, and will be highly organised. You’ll also possess strong numeracy and attention to detail skills and be able to demonstrate a pro-active approach to work, using your own initiative and being confident in your own judgement. We are looking for someone who is passionate about being a team player and is keen to support others.

Our ideal candidate will be able to demonstrate

• At least two years of previous legal secretarial experience.
• Good eye for detail – a high level of accuracy is essential.
• Excellent organisational and administration skills – must be highly organised and able to organise others.
• Ability to manage a heavy workload and support a number of people.
• Ability to work to tight deadlines in a pressurised environment.
• A confident and natural communicator - able to communicate at all levels.
• Ability to be proactive and to work on own initiative without guidance but seeking help if necessary – confidence to use own judgement in relation to current duties, client needs, etc.
• Ability to motivate and train other members of the secretarial team.
• Team player and enthusiastic – flexible and willing to take on extra responsibilities to support allocated Partners and Associates and divisional or firm objectives.

Additional information

At Lewis Silkin our ethos is simple. We strive to do the best for our clients, our people and the communities in which we operate. We recognise that an inclusive workplace allows for all kinds of ideas and thoughts, a variety of points of view that can trigger discussions or deliver innovative results, and a wide range of versatile skills and expertise. We are proud of the diversity within Lewis Silkin and of our culture that allows people to be themselves at work, ensuring we provide the best possible service to our clients. We are committed to supporting candidates throughout the recruitment process by supporting anyone who requires adjustments, in order to ensure they have the opportunity to perform at their best. All applicants will be considered equally and fairly. If you’d like to request any adjustments throughout the recruitment process, or would like to discuss flexible working patterns, please email the recruitment team in confidence ([email protected]).