We are looking for an experienced secretary/assistant to support us in delivering high quality services to our clients.
This is a part-time role, ideally working 12-5pm each day. This role will be based in our office at St Mary's House, 68 Harborne Park Road, Harborne, Birmingham, B17 0DH.
Spencer Shaw Solicitors is a niche firm supplying employment law advice to respondents and complainants. We are a modern, paper-light firm which means that you must be able to work confidently with online systems, such as Microsoft 365. Some of our team work remotely and you will often need to communicate with them using Microsoft Teams.
Responsibilities
* Be the first point of contact for the business, including answering the phone and assessing what to do with each call. You will handle new enquiries, being a friendly and approachable first contact for clients, and getting the necessary information with sensitivity. This may include speaking to emotional prospects.
* Support our team with legal admin, including transcribing dictated notes, liaising with clients on behalf of solicitors, sourcing quotes, formatting documents, chasing information from clients and other side, and creating bundles using Adobe or Bundledocs. You will be central to admin-focused matters such as settlement agreements and drafting handbooks.
* Use our CRM system, Clio, to keep up to date records and facilitate internal communication. Tasks will include creating matters, drafting and sending CCLs, uploading and filing documentation, adding and removing key dates to/from calendar, and completing identity checks.
* Work closely with our other secretary to manage the office environment, including ingoing and outgoing post, secure filing and stationery supplies. This will require liaising with external suppliers.
* Assist with planning team days and events, and book training for our legal team.
* Regularly review and update the information in our business listings such as Review Solicitors, Three Best Rated etc.
* Monitor our reviews, responding to good reviews and sharing them with the team, and escalating negative reviews to managers.
* Any other task commensurate with the role.
Person specification
•
Friendly and personable, with excellent customer service skills.
• Proactive and able to take initiative.
• Organised.
• Able to manage your own time to prioritise tasks.
• Great communication – internal and external – and able to work as part of a team.
• Understands data protection and the importance of handling documents sensitively.
• Familiar with Clio, Adobe and MS Office or similar.
Salary
Up to £17,000 (part time, 25 hours per week) depending on experience
(Full time equivalent up to £25,500)
About us
We are a small firm specialising in employment law. We've built a thriving team by recruiting individuals who work well together and share a commitment to customer service and a passion for helping people.
We are recognised for our exceptional client care: In February we were named Law Firm of the Year (1-49 employees) at the Birmingham Law Society Awards. In 2024, we won the Modern Law Award for Client Care (1-24 employees). We have also been shortlisted for LexisNexis and Legal Business awards. In 2020 we gained Lexcel Accreditation from the Law society. We have also been ranked as one of the top 3 employment firms by Three Best Rated since 2018.
We want to work with people who understand why excellent service is so important to us, who take pride in providing the best representation to clients, and who are passionate about the success of our firm.