Secretary - Part Time
We have a new vacancy for a Secretary to join our Planning department, providing a high level of assistance and support to two busy Partners. This role is a part time position, as one half of a job share with another Secretary in the team. The working hours for this role are Wednesdays 12.30 – 5.30, Thursdays 9.00 – 5.30 and Fridays 9.00 – 5.30pm, a total of 20 hours per week.
Based from our friendly, open-plan offices in Bristol, this role will give you the opportunity to support the Partners and other fee earners in our Planning team, providing pro-active and professional support, keeping the team organised and enabling them to work as efficiently as possible.
Your regular duties will include: sorting, screening and prioritising incoming and outgoing post, opening, closing and archiving client files, diary management document production including tracked changes and amendments, audio typing by Digital Dictation, copy typing, emails, memos, creating and updating of Excel spread sheets. You will ensure documents and records are stored appropriately, including ensuring filing and e-filing is up to date and accessible. Attention to detail is paramount and you must be able to prioritise and communicate effectively.
You will assist the Partners with the billing process, agreeing in advance dates for billing, requesting pre-bills and drafting standard cover letters for them to authorise and sign-off.
Daily tasks will include scanning documents and correspondence (including incoming and outgoing post) into our document management system, along with being the first point of contact for clients and have regular communication with them (taking messages, arranging meetings etc.), so should demonstrate professionalism, diplomacy and sensitivity in all your communications.
You will also carry out other administrative / secretarial activities as required, including helping other administrators and secretaries during busy periods and to cover absences from work.
It is an integral part of this role that you comply with data security and all firm policies and procedures