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Purpose of job You will work in the Private Client team to provide professional, pro-active, high level secretarial support on a broad range of issues relating to estates and private property, tax and planning. You will work with an allocated fee earner or group of fee earners as well as supporting the wider fee earning team. The team covers: Will drafting Succession planning Tax efficient lifetime giving Disputed Wills Creation administration and termination of trusts Advice to Trustees and Beneficiaries Trust Taxation Offshore trusts Lasting Powers of Attorney Administration of Estates Accountabilities Technical ability To produce and amend documents with speed and accuracy To format, paginate, number and present documents in Birketts LLP house style To proof read all work, checking for spelling and grammar To be a user of key software packages and take responsibility for any training needs to improve relevant skills needed to meet the needs of the business To proactively work with the fee earners to ensure relevant documentation is produced to meet clients’ expectations and deadlines Use of Isokon for the administration of estates would be a benefit Administrative skills: Manage diaries of allocated fee earners in Microsoft Outlook to include: Familiarity with the creation and management of datarooms and file management processes Making appointments Arranging meetings/conferences Sending and responding to invites Process expense claims, payment requisition forms, returned advances To process all forms including new client form, new matter form, money laundering form, training course booking forms etc. To ensure that all electronic filing and paper based filing is up to date and maintained at regular intervals To prepare narratives and bills and keep billing files up to date To carry out photocopying and scanning as required Professional Skills: To immediately clarify instructions from fee earners should they be unclear or if deadlines are not made explicit To respond to internal and external telephone enquiries politely and professionally and take accurate telephone messages (name /number /company), passing them on to the relevant fee earners etc. To proactively support other members of the secretarial team and to provide cover as and when necessary to ensure that work is completed to a high standard and meets the required deadlines To provide full support to fee earners in the full range of activities that are performed and to carry out any other duties as reasonably requested General Approach: To show a positive approach and interest in the work that your fee earners are undertaking Show initiative when responding to queries and actively try to seek solutions to problems To support your fee earners when clients are demanding the work product to be delivered To support and build working relationships with your own fee earners as well as other members of the team and to actively work for the interests of the whole team To support and build working relationships with your colleagues in the secretarial team and to actively get involved in working activities within the team The candidate You will have the ability to contribute at an operational level, with excellent communication skills and can demonstrate general skills in: Strong administration experience Positive, enthusiastic and professional approach Strong attention to detail, high level organisational skills and reliable Self-motivated with an ability to use own initiative with a desire to learn A desire to share new processes to support the wider team Skills Strong typing speed of at least 50 wpm Excellent spelling and punctuation Excellent written and verbal communications Ability to use discretion Excellent IT skills, including Outlook, Word, PowerPoint and Excel Positive and enthusiastic approach to team work Good telephone manner Adaptable and flexible Self-motivated, ability to use initiative and provide pro-active support to fee-earners Ability to pay attention to detail and check own work Reliable and well organised Ability to remain calm and work under pressure to meet strict deadlines Commitment to ongoing learning and development Equal opportunities We are committed to recruiting individuals on merits of suitability for each role, on the basis of qualifications and experience. All applications are treated fairly and equally regardless of sexual orientation, race, disability, religious beliefs and any other protected characteristic, ensuring that there are equal opportunities at all stages of the recruitment process. Benefits 25 days holiday (FTE) plus Bank Holidays Long Service holiday award – 1 extra week every 10 years continuous service Private Healthcare with BUPA (offered after probation is passed) Scottish Widows Pension Scheme (5% employer / 5% Employee) Staff Profit Share / Salary sacrifice (Pensions, Staff Profit Share) Life Assurance - 4 x salary / Permanent Health Insurance Paid ESG day (Environmental, Social and Governance) Enhanced Maternity/Paternity Leave Subsidised gym membership Electric car scheme Eye Care Voucher Agile Working Policy Dress for your Day Policy
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