Dispute Resolution Administrator/Secretary

Job Description

Dispute Resolution Administrator/SecretaryNewportHybrid working once you have passed the probation period (6 Months)Role/Job Purpose

• To provide secretarial and administrative support to the Partners/Head of Dept. and other Fee Earners in the Department to enable them to operate at optimum efficiency.

Main Responsibilities and activities

• To support your fee earners by ensuring all routine administrative processes are managed along with managing diary commitments.
• To prepare correspondence through audio typing and word processing and exhibit the same where necessary.
• To deal with routine post, drafting straightforward replies as appropriate.
• To administer filing relating to Dispute Resolution matters by undertaking daily filing, opening, closing storage and retrieval of client files in accordance with the procedures contained within the office manual.
• To undertake scanning and photocopying activities for all fee earners and /or otherwise assist in the administration of the files.;
• To open files both physically and on the case management system.;
• Resolving debit or credit balances on files enabling them to be closed.
• To process billing on files correctly and in accordance with instructions.
• To ensure protocols are in place to protect the confidentiality of both the firms and clients documentation and information.
• To conduct searches and/or research and/or enquiries on external databases as and when required.
• To manage diaries, take minutes of meetings and circulate as appropriate.
• To prepare mail and enclosures for dispatch.
• To ensure that all necessary photocopying is carried out.
• To provide support to other secretaries as required.
• To attend to clients in person or on the telephone, providing support in a professional and friendly way and ensuring the firms standards for client care are maintained.
• To deal with clients queries whenever possible and referring matters to the fee earner as and when necessary.
• To telephone the court to obtain updates and assist in the preparation of court bundles.
• To undertake any specific training identified as necessary to update skills or improve performance.
• To ensure focused concentration with regard to the handling of sensitive data, in accordance with the Data Protection Act and the Firms Confidentiality Policy.

Person Specification

• To be fully trained and have experience in secretarial and administrative practices.
• To have excellent word-processing and audio typing skills with proven high standards of accuracy, quality and timeliness.
• The ability to use own initiative and make basic decisions in relation to client matters.
• Self-motivated with the ability to meet tight deadlines.
• Good mathematical skills.
• A sensible and professional approach to work.
• The ability to work effectively under pressure.
• Effective communication skills both verbally and in writing including the ability to draft replies to routine correspondence.
• Strong organisational skills with the ability to prioritise and reallocate work accordingly.
• Absolute discretion with sensitive data, practicing a focused attitude when dealing with such.

If you think this sounds like the ideal opportunity for you, then apply today for immediate consideration. If you would like more information, call Rachel Phillips for a confidential discussion.