JOB TITLE: Legal Secretary
DEPARTMENT: GPIC
OFFICE BASE: Canterbury
REPORTING TO: Director
MAIN JOB PURPOSE: To provide secretarial and administrative support to the Director and Department.

• Provide full secretarial support to the Director and team; arranging appointments, dealing with client queries in person and by phone, preparation of correspondence and documents by audio typing using the digital dictation system;
• Filing, photocopying and opening/closing client files in a timely manner;
• Regular review of client files; liaising with Director on action required;
• Maintain Director’s diary and diary notes and report on these as necessary;

• Liaise with HR Manager to arrange secretarial cover for holiday/sickness when essential;
• Maintain and submit attendance schedule on a monthly basis;
• Assist where possible with minor staff problems; escalating as necessary;
• Liaise with the Facilities Manager with regard to maintenance, office furniture requirements, health and safety issues etc.;
• Report system problems to IT Manager, office cleaning contractor and printer engineers arranging service/support as necessary;
• Introduction of new staff to co-workers and office procedures (health and safety, post, DX etc.)
• Maintain petty cash float;
• Liaise with Landlords in relation to fire drills, weekly alarm tests, building maintenance issues etc.

GENERAL OBJECTIVES:
• Compliance with the firm’s accounts and administrative disciplines and procedures.
• Agree clear objectives linked to the Firm’s business plan and participate in the performance management system, assessing performance and giving feedback as relevant.
• To maintain the standards required to continually improve our client service
• To comply with all the Firm’s relevant policies and procedures
• To ensure confidentiality on all appropriate matters and recognise that any breach of this confidentiality will be treated very seriously.