Digital Dictation Secretary jobs

Description

Key Responsibilities

• Responsible for keeping up to date with client specific protocols and processes, implementing, providing guidance to others where necessary and ongoing monitoring

• Handle outgoing correspondence including electronic communications and encryption of documents using secure data transmission methods in line with client requirements
• Collate enclosures for outgoing correspondence, instructions to Counsel, experts etc using electronic bundling and encryption software
• General knowledge of case management system
• Email management – filing, saving, locating, deleting, responding where applicable and referring incoming mail to others as necessary and managing Inbox on behalf of colleagues as and when required
• Print, file, photocopy, scan and archive documents as and when required
• Ensure that client contact information is kept up to date
• Update document bundles for fee earners
• Keep case files organised and logical
• Answer and make telephone calls
• Use Outlook for extensive diary management scheduling all appointments, internal and external, client meetings, calls, seminars, training sessions and all other appointments as required by the fee earners.
• Use reminders and tasks to highlight important dates.
• Book meeting rooms, arrange lunches and book attendance at external seminars
• Assist with the planning and booking of travel arrangements
• Assist with ad-hoc business development and communications activities e.g. client contact reports, delegate packs, team sheets etc.
• Maintain a level of individual knowledge required for the role
• Occasional preparation of correspondence and documents from digital dictation
• Help maintain a clean office and clear desk
• Handle confidential information in line with the firms data security protocols
• Helping to onboard new clients requesting Company reports, Creditsafe reports etc and completing New Client Administration Forms and preparing draft engagement letters
• Preparing, updating, and formatting PowerPoint presentations, making the most of available technology and showing appropriate creativity and initiative to maximise professional impact of documentation
• Effective prioritisation of tasks within the team working with their STL to meet deadlines whilst managing a full workload
• Formatting Word documents in accordance with the firm's templates, ensuring a polished and professional final presentation.

• Key point of contact for lawyers to maintain relationships and ensure a high level of support is always provided by the team
• Monitor post and/or emails and dealing with as appropriate ensuring all client related correspondence is passed on to an appropriate lawyer and actioned as necessary; proactively responding to and drafting responses on behalf of others, prioritising emails, collating necessary paperwork and e-filing
• Liaising with and providing support to their immediate colleagues in the department, and where practical, other legal and support departments as requested by STL. Assisting others where there is spare capacity or it is evident that a colleague needs assistance with their workload
• Answering phone calls for other members of the team when they are away from their desk
• Liaison with and taking direction from your STL
• Liaise with the STL over any planned absences, arranging cover as necessary and communicating this to the relevant lawyers

• Assist lawyers in all matter financial management and disciplines
• Assisting lawyers with billing related tasks, including monthly MI reports and monthly invoice generation, supporting the co-ordination of the WIP process and ensuring bills are sent out promptly
• Assisting with incoming billing and ensuring appropriate matter allocation
• Dealing with accounts queries and liaising with external and internal support teams to resolve issues quickly and effectively
• Assisting with cash collection, tracking paid/outstanding invoices and proactively dealing with debt
• Working with finance to ensure client balances are dealt with
• Request, bank transfers, and paying in money received, as appropriate inline with firm's processes
• Dealing with matter related finance administration to include BACs, TTs etc.
• Processing expenses
• Creating and editing spreadsheets, ensuring a consistent and professional appearance

• Liaising with colleagues/clients regarding new enquiries and instructions
• Obtaining consultant availability
• Opening/closing of files
• Preparing paperwork for new instructions
• On boarding new consultants
• Obtaining feedback from clients and consultants
• Billing - submitting consultant invoices, raising DACB invoices, sending to clients
• Chasing aged debt
• General communication with consultants re issues, billing, availability, IT etc
• Ensuring databases and intranet up to date.

• Liaising with lawyers, STLs and Secretarial Managers (SM) to take instruction and liaise on work requirements
• Consistently and appropriately update service users on progress where appropriate
• Regularly offer assistance wherever possible

• Understands DAC Beachcroft is an international firm. Works with awareness of this structure to operate as one team/brand
• Actively operates in the best interests of the firm at all times internally and externally
• Operates in a regulated environment, effectively managing risk and compliance issues including data security
• Works in partnership with others to manage and mitigate commercial risk

Skills, Knowledge and Expertise

• Experience of working in a legal or professional services environment
• An aptitude for managing multiple priorities, producing documents and client communications of the highest standard
• Advanced knowledge of Microsoft Office, in particular PowerPoint
• Advanced knowledge of document management/case management systems
• An effective communicator with an excellent customer and client service approach; striving to provide exceptional service at all times
• Customer/client service focused
• Proven experience of managing client facing tasks and priorities, with a hands-on, practical approach
• Effective at investigating issues and seeing a problem through to conclusion
• Conscientious, taking personal responsibility for own work and accountability for its delivery and quality
• Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges
• Positive can-do attitude with the ability to adapt to change
• Confidential and discreet but able to redirect information when appropriate to ensure areas of concern are resolved effectively
• Well organised and methodical with excellent attention to detail, ensuring accuracy in all client communications and deliverables
• Ability to communicate clearly and concisely orally and in writing

Additional Information

About DAC Beachcroft