Key responsibilities of the role include:

• Processing daily correspondence, invoices, presentations, forms etc and marking up legal documents using the Microsoft Office Suite.
• Answering the telephone, taking, re-directing and logging messages.
• Monitoring emails, re-directing, managing and responding as appropriate.
• Diary management including arranging appointments, lunches, travel and accommodation (via internet).
• Arranging flights & travel (including itineraries) on a regular basis.
• Completion of individuals’ expenses.
• Assisting with processing and monitoring of absence and holidays for the team.
• Assisting team members with booking training courses.
• Note/minute taking and monitoring progress against action plans.
• Gathering and collating information as required for reports, board papers and presentations.
• Collation of meeting papers, preparing packs and distributing.
• Assisting in monitoring of work-in progress and deadlines.
• Assisting with the monitoring external legal spend.
• Assisting Head of Legal & Risk with the administration relating to the management of team budgets.
• General secretarial and typing duties including audio, detailed formatting and use of templates.
• Preparing and editing PowerPoint overviews.
• Working with the team to develop a new email and document filing protocol and set up shared calendars and folders for the team.
• General office related tasks e.g. photocopying, filing, faxing, binding etc.
• Supporting other departments and their teams as required through the ports of call system.

Personal characteristics:

• Demonstrate attention to detail, accuracy and initiative.
• Be flexible and proactive.
• Possess excellent planning and organisational skills.
• Have good interpersonal and communication skills.
• Have a high degree of confidentiality and discretion with a strong sense of integrity.
• Be able and willing to learn new systems/processes/procedures.
• Be a good team player with a “hands on” approach.

Qualifications:

• Possess a recognised typing qualification and have a typing speed of 60 wpm with a high degree of accuracy.
• Be educated to a minimum Scottish Higher standard or with equivalent experience.
• Possess a sound understanding of best practice within an office environment.

Experience:

• Be fully proficient with the Internet, Word 2007, Excel, PowerPoint and Outlook and be able to keep up to date with these and any other software packages as used by the Firm.
• Experience working as a Legal Secretary in a large commercial law firm or in-house environment would be advantageous.