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Legal Secretary Job Description

GENERAL DESCRIPTION

As Legal Secretary, you will provide an efficient legal secretarial service to a number of partners and associates within ABC Solicitors.  The main purpose of the Legal Secretary’s role is to manage administrative systems and provide an accurate typing service to allow the office to run smoothly.

You will be expected to use your own initiative to manage your workload and you should be a self-starter.  This role is an important one in contributing to the overall success of the Company and demands the qualities of reliability, attention to detail and effective prioritising.

MAIN TASKS AND RESPONSIBILITIES

1. To prioritise the secretarial workload appropriately, using good time management and judgement as required.

2. To type dictated letters and reports from the workflow system, ensuring that they are error free before presenting to the partner or associate in question.

3. To file and retrieve papers from client files and other filing systems, ensuring that the Company’s storage and data protection policies are adhered to.

4. To ensure that signed correspondence is posted in a timely manner.

5. To manage the diaries of a small number of partners, arranging appointments and booking meeting rooms.  To provide tea and coffee for meetings as required.

6. To deal with general telephone enquiries and take messages for the department, thus ensuring that all calls are answered promptly.

7. To deal with clients in an efficient and polite manner, ensuring that an excellent customer service is achieved.

8. To provide a general administrative service within the office, including responding to emails and undertaking photocopying.

9. To comply fully with ABC Solicitors’ policies and procedures for document layout, methods of correspondence, etc to ensure that work is consistent in presentation and quality.

10. To maintain a clean and tidy work environment.

11. To assist with the compilation of information for invoicing purposes.

12. To maintain confidentiality at all times in the conducting of the role’s duties.

13. To undertake any other ad-hoc duties relevant to the post as and when required.

SKILLS AND EXPERIENCE REQUIRED
Previous secretarial experience, including audio typingExcellent IT and word processing skills (minimum 50 words per minute typing speed)Good command of English, spelling and punctuationGood interpersonal and communications skillsAn organised approach; good time management and prioritising skillsExperience of handling client enquiries, either face to face or by telephoneGood team working skills; able to develop positive working relationships at all levels.SKILLS AND EXPERIENCE (DESIRABLE):
Previous legal secretarial experience.See also :

Legal Secretary cover letter

Legal Secretary interview

Legal Assistant CV example

  
Recruitment Consultant Job Description

GENERAL DESCRIPTION

As a Recruitment Consultant with ABC Company, you will be required to establish and maintain positive and constructive working relationships with clients, offering recruitment campaigns to meet their strategic needs.  This will involve working on behalf of our demanding and prestigious clients to source suitable candidates and to manage the recruitment processes in an effective and added value manner.  It is equally important that you are able to develop solid relationships with current and potential candidates.

You will also be expected to provide professional advice and guidance to both clients and candidates, including effective recruitment methods, workforce planning, labour market trends and careers advice.  This will involve gaining a solid understanding of certain industries.  You will also be required to meet or exceed given targets set by ABC Company, while maintaining high standards of service.

MAIN TASKS AND RESPONSIBILITIES

1. To maintain current client relationships and ensure that a high quality service is provided.

2. To provide professional advice to clients on strategies and action plans to generate positive outcomes on their recruitment campaigns.  This will be achieved by developing knowledge of the clients’ business sectors.

3. To create professional job advertisements and advertise client vacancies in line with best HR practice in a way that will attract highly suitable applicants.

4. To generate business and leads and to maximise business opportunities through negotiating, persuading and presenting to potential clients.

5. To identify suitable candidates for each vacancy, meeting them, reviewing their CVs and providing an effective shortlist to clients.  To follow best practice in selecting candidates in and out of the vacancies you are managing.

6. To comply with all steps required to check the suitability of candidates, including the right to work in the UK, proof of qualifications and requesting and references.

7. To offer advice and guidance to clients and candidates as required.

8. To inform candidates of the results of selection processes.

9. To use the Company’s IT system to track recruitment programmes, update client profiles and maintain records of candidates.  To ensure that records are kept up to date and comply with data protection legislation.

10. To provide appropriate follow-up to clients and candidates.

SKILLS AND EXPERIENCE REQUIRED
Previous experience of providing a professional recruitment consultancy serviceExceptional customer service and sales-oriented skillsFirst rate networking, interpersonal and communications skillsThe ability to juggle multiple priorities and work under pressureGood administrative and IT skillsResults driven focus.SKILLS AND EXPERIENCE (DESIRABLE):
Established network of contactsRecruitment or HR qualification.See also:

Recruitment Consultant cover letter

Recruitment Consultant CV example

  
Document Controller – Job Description

Learn more about becoming a Document Controller in the UK.

Main Duties

A document controller deals with all of the documents for a business. This means that they have to work together with all departments to make sure that they all have the right documentation and that it is kept in the correct place. It may be required that documentation is checked to ensure it follows required guidelines and that it is completed on time.

Documents would have to be categorised correctly and then put in the right place. This means that all new documentation would need to be checked and corrected and then carefully filed. It involves speaking to the relevant department to ensure the wording of the document is appropriate and understandable.

A document controller would need to have good organisational skills as well as communication skills. They would need set up filing systems for projects and make sure that they were used properly. They would have to check the standard of the documentation and get it corrected if not good enough. They would need to continuously monitor all of the filing and documentation systems. They would need to understand the industry that the business is in.

This sort of work is office based and is likely to be within normal office hours of Monday-Friday 9-5. Overtime may be required to reach deadlines though. There may be the opportunity for flexible hours, part-time work or even job share, depending on the employer.

Expected Salary

Salary would depend on experience but on average a document controller earns £28,000 on average.

Pros

Good salary and opportunity to move upwards in a company.
Great for sociable people who like mixing with lots of others.
Lots of variety in the work.

Cons

Strict deadlines to adhere to.
Will need to put pressure on some people to get documentation done.
May be long hours when deadlines are due.

Qualifications Required

A degree of HND in a relevant subject would be required. This would mean a business subject or something specifically related to the industry.
A higher qualification or professional qualification could help.
Work experience, either paid or unpaid, would be advantageous, whether in this type of role or industry.

Required Skills
Good communication skillsGood IT skillsOrganisational skillsAble to work independently and as part of a teamGood time management skills and able to reach deadlines on timeGood attention to detail

  
Clerical Officer – Job Description

Main Duties

A clerical officer is responsible for many administration duties within the organisation. It will differ depending on the particular company. It will usually involve supporting the executive staff.

The role could alternatively be called an administrative assistant, secretary or clerical assistant. It will involve using a word processor and possibly other systems specific to that company, so IT skills are a must. It may also involve communicating via the telephone and email and dealing with people face to face. Although dealing directly with customers is unlikely, good communication skills are still required.

Possible roles could include scheduling appointments, typing letters, dealing with mail, taking minutes, ordering office stationery and filing. It may be necessary to supervise other employees.
The job will be office based and would normally be Monday-Friday 9-5 although there may be part-time positions and possibility the option to job share.

Expected Salary

The salary will vary with experience and qualifications and will be determined by the specific role and industry. However, average salary for this role is around £26,000, but for a school leaver would start at a significantly lower amount.

Pros

An interesting job with a good variety of different duties.
A good salary expectation, especially after a good few years in the role.
A safe working environment.

Good job prospects as there are many clerical officers throughout different industries and may provide an opportunity to move up through the company.

Cons

Could be expected to stick to tight deadlines, which can be stressful.
Will have a lot of duties that will need to be prioritised and dealt with efficiently.
May have responsibilities for other staff members, who may not always respond well to instruction.

Qualifications Required

It would be expected that a clerical officer would have five GCSE qualifications at C and above, especially in English and Maths. IT skills would also be preferable. Some will even have a degree in any subject and would perhaps have a higher paid or more responsible role. Higher qualifications are unlikely to be needed.

There are positions that have specific requirements like being able to use certain software packages, having certain language skills or having a particular typing speed.

Required Skills
IT skills, especially typingGood communication skillsAble to work alone and as part of a teamAble to take and give instruction where requiredProfessional in appearance and attitudeAbility to multi task and prioritise

  
Payroll – Job Description

Main Duties

The payroll administration team works with checking the hours that company employees have worked and making sure they are paid the right amount of money. Their PAYE and NI contributions will need to be calculated and deducted. Arrangements will have to be made for new staff members. Overtime will have to be calculated and paid for as well. They may also be work with issuing P60 and P45 tax forms and other similar. Maternity and sickness pay will also have to be organised.

A more supervisory role in the department would mean that you would not only have your own duties but also have to make sure that the rest of team did theirs. You would have to ensure everyone was trained and had up to date knowledge of the latest regulations. Procedures and policies will also be your responsibility, making sure they are all up to date.

This is office based work and you would be working Monday-Friday 9-5 in most cases. Part-time roles and job share opportunities may be available.

Expected Salary

An administrative role is likely to start at around £13,000 to £18,000. With qualifications and experience this position and role could increase and the salary could rise up to £40,000 for a managerial role.

Pros

An interesting job with varied tasks to do.
Good opportunity to progress through the department.

Cons

Have to answer queries from staff about pay, when they may not be happy.
Have to issue P45’s to those who have been made redundant or sacked.
Having to work with numbers a lot.

Qualifications Required

At a trainee level GCSE’s including maths are normally desirable.
The PPM Foundation in Payroll Administration could be a good starting point as well, although you may have the chance to study this once you start the job.
NVQ Level 2 Payroll Administration could be a plus as well.
If you want to start at a higher level then accounts, bookkeeping or management experience can be useful as well.

IPPM Payroll Supervision or Payroll Management could be appropriate for higher level staff members or general NVQ’s in m
anagement.

Required Skills
IT skillsGood communication skillsAble to work as part of a team Logical and clear thinkingAttention to detail and accuracyAble to meet deadlines and stay organisedManagement skills – if you wish to be a supervisor

  
Assistant Accountant – Job Description

Main Duties

You will work in a team of accountants helping them to work with the accounts of the company. You will need to respond well to instruction form your superiors and be prepared to do the work that they assign to you and help out wherever required. There are opportunities in many different types of business as all companies have accountants.

You will be working closely with numbers all of the time and so you need good arithmetic skills and be happy to use them all day. You might be involved in doing the monthly accounts but also in other finance related tasks. These could range from budgeting, invoicing, expenses, ledgers and VAT returns.

The role is seen as a starting position for someone who wants to be an accountant. You would need to be in the role for about three years, while studying for relevant qualifications before being able to consider a role as an accountant.

Most assistant accountants will work in an office Monday-Friday from 9-5. However, at the end of the financial year there may be a need to work extra hours.

Expected Salary

The starting salary is around £25,000-£27,000 with an opportunity to increase that with experience and with promotion through the team.

Pros

A very well paid job.
Great prospects for promotion through the department.
An interesting and varied role.
Lots of opportunities for jobs both as assistant accountants and as accountants when qualified.

Cons

You need to be happy working with numbers all of the time.
High pressure at the end of the tax year to get everything finished.
Lots of hard work and study needed to be done in own time outside of work.

Qualifications Required

Five GCSE A-C passes including English and maths.
A degree can help but is not necessary as an accounting technitian qualification will do instead.
IT skills with knowledge of Excel and bookkeeping skills can be an advantage.
It would normally be expected that applicants would be studying for accountancy qualifications with the ACCA, CIMA, IFA, IVAEW, ACAI or ACAS and this work would need to be done in the evenings after a days work in the office.

Required Skills
Confident arithmetic skillsA head for numbersGood at reaching deadlinesHonest and trustworthyGood IT skillsClear minded and methodicalAble to work accurately and quickly under pressure

  
Commis Chef – Job Description

Main Duties

This is an entry level job where you will be working in a kitchen. You will be involved with doing all the preparation work for the chef in the kitchen.

This can be a lot of hard work where you will be preparing vegetables, meat, fish, pastry and making sauces. You will need to be aware of hygiene and make sure that everything is hygienic all of the time. You must also be aware of good health and safety procedures.

You may be involved with measuring ingredients and getting portion sizes right. You may help with stock deliveries. There will be a lot of menial jobs and you may have to do the same things all the time as the same dishes will be being served each day.

You will have to wear a uniform which will be expected to be perfectly clean when you arrive for work each day but could be very dirty by the end!

Working hours can be difficult. You will need to be prepared to start work early and finish late as the commis chef has to start preparation first thing and be the one to clean down at the end of the day. There will be extra work on weekends and bank holidays as well. This will never be a 9-5 job!

Expected Salary

The starting salary in this position will be around £12,000 and you could earn up to £18,000 in a top London restaurant.

Pros

Working with a team should help you make lots of friends.
You will get the opportunity to learn a lot of kitchen skills as well as time management.
Can be a great way in to becoming a chef.

Cons

The working hours are very long.
High stressed environment.
You are likely to get shouted out if things go wrong.

Qualifications Required

Qualifications are not necessary and an on the job apprenticeship is possible.
You can get on the job training and there are diplomas, NVQ’s and health and safety and food hygiene qualifications that you can work towards once in the job.

Required Skills
You will need to be ambitious as there is not much motivation otherwiseHard working and prepared to put in long hoursThick skinnedWilling to learn and do so with speed and enthusiasmCreativity and practicalityAn interest in food and cooking

  
Data Entry Clerk – Job Description

Main Duties

A data entry clerk will be using a computer to enter information. The information will vary depending on the company that you are working for. It will normally be entered into a database, but could be spread sheet based work.

The information may be text or numerical depending on the job. It could be taking paper information and logging it or it could be taking information over the telephone and entering it on to the computer.

You will need to help out other people as they are likely to be asking you to enter data for them.

You will need be fast and accurate at entering information as it is possible that you will be paid based on performance in some jobs.

It may be necessary to answer telephones in the department and deal with queries you get on them. You are likely to be working as part of a team.

Work will normally be office based and within normal office hours of Monday-Friday 9-5. There may be flexible hours in some roles and part-time work may also be available. 

Expected Salary

A started salary in this role would tend to be £11,000 to £14,000. This will increase to around £18,000 but you would be expected to take on more duties.
There may be other benefits if you work for a large company such as a company pension, health care etc.

Pros

It can be a good way in to a company.
There are opportunities to move up through the company.
The job tends to be low stress with very little responsibility.

Cons

There is pressure to be accurate so you need to concentrate and good typing skills.
If you make a mistake it could be costly to the company if for example money gets paid to the wring person or something gets posted to the wrong address.
The pay is quite low.

Qualifications Required

GCSE English and maths would normally be required.
Computer skills would be desirable.
You may be able to get a job through an apprenticeship, where you will get additional training.

Required Skills
Computer literate and quick to learn new programsAn ability to understand the importance of deadline and to meet them on time and accuratelySpeed and accuracy when workingAttention to detailAble to work as part of a teamGood time management skills

  
Personal Assistant – Job Description

Main Duties

A personal assistant or PA will work closely with senior staff, completing administrative tasks. They tend to work on a one on one basis where they will do jobs such as making appointments and keeping them aware of their dairy events. They will type up things for them, do their filing and deal with other tasks to reduce their managers workload. The may have to analyse documents and deal with items that are company confidential.

They will need to know how the organisation works and know who the main personnel are in the company. They will have to communicate with people on behalf of their manager and handle their work while they are out of the office.

Work would normally be office based and Monday to Friday 9-5 although overtime may be required at times. It may be possible to work part-time or flexible hours for some companies.

Expected Salary

A starting salary would be £20,000-£25,000 rising to £33,000 with experience in the role. There may also be benefits such as a pension, health insurance or gym membership depending on the size of the organisation.

Pros

An interesting and varied job.
A good salary with the chance of it rising to a good level.
Normally working within standard office hours.

Cons

Can be high pressured.
Have to work alone sometimes so no good if you need pushing.
Responsible position ensuring manager is well organised.

Qualifications Required

This job may require an HND or degree and those with a business or management related subject would have more chance of securing a position.

GCSE Maths and English would be required for all applicants.

Certain industries may require specific qualifications such as a law background for work in a legal department.

Two years experience in office work would normally be required in a secretarial or administrative role.

There are some specific qualifications that could also help secure the role such as an Executive PA Diploma.

Typing, shorthand and other vocational qualifications could be useful as well.

Required Skills
Good communication skills, written and oralDiscrete and able to keep information confidential where necessaryAble to work alone and use initiativeAble to work under pressure and reach deadlinesGood time management skillsWord processing and IT skillsAbility to quickly take in information, understand and analyse it and able to present it

  
Mortgage Advisor – Job Description

Main Duties

A mortgage advisor is responsible for giving advice on mortgages to customers. It will be necessary to therefore keep up to date with changes to the mortgage market including new and discontinued products.

It is possible to be working in a branch at a certain financial institution and then only selling their mortgage products. However, independent mortgage advisors are not tied to a company. They may be based at an estate agent or a mortgage brokers.

The FSA have very strict on selling mortgages with regards to giving correct financial advice and acting fairly and so their regulations would need to be studied and followed.

You may meet customers at the branch that you work or visit them in their home. You would therefore need a polite and friendly approach and be able to happily deal with people, explain things and answer questions, every day.

You would probably be office based, although may visit customers at their homes. If you are an independent mortgage advisor you might be self-employed and working from home. Working hours would tend to be Monday-Saturday and probably evenings. This is due to having to be available to advice customers who are at work in normal office hours. Some travel may be involved as well, if you are expected to visit customers in their homes.

Expected Salary

An independent mortgage advisor would either be paid by commission or fees.
If you were working for a company, you would normally be paid a salary plus commission on sales. Starting salary could be £18,000 to £25,000 which could go up to £50,000 with the commission added on.
It may be possible to also have pension benefits as well as insurance and car allowance.

Pros

Salary prospects are high, especially for good salesmen who earn a lot of commission.
Interesting work, where you will get to meet lots of new people.
Study for qualifications may be paid for by the employer.

Cons

You may have tight sales targets to meet.
Changing mortgages, means there will be a lot of research involved.

Qualifications Required

Formal qualifications are not often required, but work experience in sales or customer services as well as a financial background are normally required.
You may be required to have FSA qualifications which could include a certificate in mortgage advice.

Required Skills
Good communication skillsSales of customer service skillsFinancial backgroundAbility to explain things clearlyIT skillsAble to keep customer details confidential