Department – Commercial Property Location – Ellis-Fermor and Negus, 2 Devonshire Avenue, Beeston, Nottingham, NG9 1BS Hours – 35 hours per week - 9.00am – 5.00pm, Monday – Friday Salary – From circa £22,500 depending on experience JOB DESCRIPTION Job Purpose To provide the fee earner(s) with all reasonable assistance to enable them to provide an efficient and professional service to our clients To provide a professional secretarial service for the Department To ensure high levels of customer care for clients To help to turn enquiries into cases by being proactive in relation to response times and providing high quality services to clients To uphold our values of Honesty, Respect and Teamwork, and work in accordance with the Solicitors Regulation Authority (SRA) Principles and Code of Conduct To contribute to our mission of establishing lifelong relationships with all our clients by anticipating and responding to their needs for quality legal services Main Duties 1 To build a professional and mutually supportive working relationship with the fee earner(s) 2 To effectively manage and support the fee earner(s) with the management of their diary ensuring that their whereabouts are known, that clients are seen as soon as possible and that files are actioned in a timely and efficient way 3 To provide professional secretarial support to the Commercial Property Department including: Typing letters, emails, reports and other documents Photocopying accompanying documents Sending emails in accordance with fee earner’s instructions Faxing and scanning documents Checking documents for accuracy and completeness Operating a range of computer packages including Office, Practice Management System (PMS), Case Management System etc 4 To deal with enquiries from new and existing clients and providing a high level of client care service, including: Seeing new clients who call in for appointments, taking initial details and arranging appointments Dealing with telephone enquiries / emails from new and existing clients, dealing with their needs and making appointments Dealing with telephone / email enquiries from other agencies 5 To provide cover in other teams including on Reception as required General Duties 1 To work in a flexible way to ensure that the workload is completed and to undertake any other jobs commensurate with the level of the post. 2 To establish, maintain and enhance team-working with colleagues and staff of Ellis-Fermor and Negus 3 To keep confidential all information about individuals and the business of Ellis-Fermor and Negus and work within the guidelines of the GDPR. 4 To abide by our Equality, Diversity and Inclusion, Health and Safety, Anti Money Laundering Policies and all other relevant policies ROLE SPECIFICATION CRITERIA Skills and Abilities Excellent IT skills and the ability to pick up new software packages Able to work quickly with a high degree of accuracy Exceptional client care skills over the telephone and in person Excellent organisational and communication skills Able to handle interruptions professionally and maintain concentration Able to help to turn enquiries into paid for work through excellent response times, high levels of client care etc Able to manage own workload, work to deadlines and prioritise accordingly Able to understand and work effectively with a diverse customer base Experience Previous experience of administrative or secretarial work ideally within a property or legal services environment (desirable) Experience of working on a range of computer software packages Experience of handling confidential information appropriately Experience of audio and copy typing (desirable) Experience of working in a busy and fast paced environment Other Understanding of Anti Money Laundering responsibilities and GDPR requirements Satisfactory references and other pre-employment checks including credit check, identity check, DBS etc Sympathetic to our ethos and heritage Line Management Responsibilities - None Line Manager – Director / Fee earner