Secretary

To provide a high-quality, professional support service to our Commercial & IT which consists of 5 partners and a wider team of 10 lawyers, professional support lawyers (PSLs) and paralegals, resulting in the overall team operating smoothly and efficiently. Our secretaries have previous administrative/ secretarial/ PA experience and utilise their strong team working skills, commitment to delivering exceptional client service and proactive approach to make a positive difference. Good interpersonal skills are important in this role, as is empathy, and a caring style (caring both about your colleagues and about the outcome of each task you perform). Also, a willingness to adapt your style and approach to your colleagues’ needs to see different tasks through to completion.

The below list of job duties is not exclusive or exhaustive and the post holder will be required to undertake such tasks as may reasonably be expected within the scope of this position.

Administrative support

Perform key administrative tasks as required by the Commercial & IT team.

• Undertake photocopying/ scanning of confidential documentation
• Manage team emails and carry out management of e-post and correspondence (internal and external) including drafting replies to routine correspondence when required
• File management

Team and client support

• Lead, manage and/or support the billing process/cycle using our practice management system, 3E, including raising and processing invoices, dealing with time allocations/transfers, and producing WIP and debt reports
• Use the New Business Introduction system (“NBI”) “InTapp” to carry out conflict searches and to open new matters (tagging them appropriately by “case type”)
• Use the client relationship software, “InTapp, OnePlace”, to record business development and marketing activity, including referrals “in” and “out” of the firm
• Support lawyers with business development activities as required e.g., pitch documents, scheduling meetings etc
• Assist in answering telephone calls promptly and relaying messages back to lawyers accurately and in a timely manner
• Provide cover for other secretaries during breaks, absences, and busy periods
• Act as a point of contact for clients in lawyers’ absence, as required
• Support with internal projects relating to the team, or operational matters, as required
• Regularly offer assistance wherever possible
• Proactively seek work to assist other team members during quieter periods

Document management/document production

• Provide a comprehensive and timely word processing service for the creation and amendment of documents using Microsoft Word, Excel, and PowerPoint
• Ensure documents returned to the lawyers accurately reflect the original request before returning work. This will include proof-reading the document, checking spelling, grammar, sense, amendments, and presentation
• Prepare, collate, and index legal documents

Diary/meeting management

• Diary management and support for the team
• Arrange internal and external meetings, liaising with reception as required
• Organise and supporting all travel arrangements
• Perform any other relevant tasks required to provide support and assistance to the team.

• A minimum of five GCSEs (or equivalent) including English and maths GCSE at grade C and above

• Intermediate knowledge of Microsoft Outlook, Word, PowerPoint, and Excel
• Intermediate formatting skills
• Good numerical skills
• Excellent English and grammar
• Proven ability to learn new IT systems, internal processes, and procedures
• Proven experience of working as an administrative assistant, secretary, or PA ideally within a legal environment

• Specific knowledge and experience of legal documentation, including the legal billing process (desirable not essential)
• Expertise with IT software customarily used by professional service firms, e.g. Thomson Reuters 3E and NBI systems, such as “Intapp Open” and “OnePlace” (desirable not essential)

Personal attributes

• Good interpersonal and communication skills; excellent accuracy and attention to detail
• A commitment to excellence and to delivering high levels of service
• Highly organised with strong time management skills and the ability to prioritise a varied workload
• Proactive and self-motivated with a practical, can-do approach
• Shows initiative and takes personal responsivity for own work and accountability for its quality
• A proven team player with an ability to build a positive rapport with clients and other employees
• Resilient and calm
• Has the ability to adapt and change
• Flexible work ethic to meet the firm’s requirements and willing to take on new responsibilities as required

Stevens & Bolton – making a positive difference to your career

Stevens & Bolton is a leading independent UK law firm located in Guildford, supporting clients across the world. With over 270 people, approximately 160 lawyers, many of whom chose to join us from City law firms.

Our vision is to be one of the UK’s most successful law firms, offering excellence beyond the city, a supportive culture and the best client experience. We take great pride in being named "Law Firm of the Year: The Independents" at The Lawyer Awards 2020 and receiving commendation in 2023.

At Stevens & Bolton, we pledge to make a positive difference for our clients and colleagues alike. For our colleagues, this means providing support in their daily work and fostering their career growth. You’ll work with people who listen, and who actively and willingly support one another within a collaborative and engaging environment. We genuinely care about our people and strive to build and maintain a diverse, inclusive and happy workforce.

Diversity and inclusion lie at the core of our values. Our inclusive culture encourages everyone to realise their full potential and be themselves at work. In 2020 we were shortlisted for “Best D&I Initiative” at The HR Awards and for “Best Talent and Inclusion Initiative” at The Lawyer Awards.

We are committed to an agile working model that provides flexibility and benefits everyone’s lives. Our newly refurbished office in Guildford offers a modern and adaptable working environment - a central hub where collaboration, teamwork, and socialising thrive. Furthermore, we equip our people with the necessary IT infrastructure and support to seamlessly work from home.