Department - Wills and Probate Location – Ellis-Fermor and Negus, 2 Devonshire Avenue, Beeston, Nottingham, NG9 1BS Hours - 35 hpw (Monday – Friday, 9am – 5pm, 1 hour lunch) Salary – From circa £23,000 pa depending on experience This post will be based at our Beeston office for at least the first 12 – 18 months. After this the post could be based at Beeston or at one of our other Nottinghamshire offices (Long Eaton or West Bridgford) 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 over the phone and face to face 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 Wills and Probate Department including: Preparing letters, emails, reports and other documents from digital dictation including audio Submitting, and then monitoring, online applications to The Probate Registry and HM Land Registry Photocopying, faxing and scanning documents Opening and closing files and maintaining filing system Sending emails in accordance with fee earner’s instructions 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 external agencies and provide 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 Experience Experience providing a secretarial or PA service, ideally within a legal services / Wills and Probate environment Experience of audio and copy typing Experience of working with a range of software packages Experience of providing high levels of client care face to face, over the telephone and via email Experience of handling confidential information appropriately Skills and Abilities Excellent IT skills and the ability to learn and use new software Ability to work quickly with a high degree of accuracy Excellent written and verbal communication skills Ability to handle interruptions professionally and maintain concentration Ability to work to deadlines effectively and manage and organise own workload and prioritise accordingly Ability to multitask efficiently Ability to help to turn enquiries into paid for work through excellent response times, high levels of customer care etc Ability to understand and work effectively with a diverse customer base Other Good 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 – Head of Cluster