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bjbj A 3 v v 8 ! ! $ I : =! =! M! M! M! (" (" (" wI yI yI yI yI yI yI L N D yI (" (" (" (" (" yI M! M! I & & & (" X M! M! wI & (" wI & & 3 | c4 M! " ^ 3 cI I 0 I 3 N " N c4 N c4 (" (" & (" (" (" (" (" yI yI $ (" (" (" I (" (" (" (" N (" (" (" (" (" (" (" (" (" v : Job Description: Personal Assistant/Senior Secretary
Job title:Personal Assistant/Senior SecretaryReports to:Senior Partner & Practice ManagerMain purpose of job
1. The prime role of the personal assistant/senior secretary is to provide direct support to the Senior Partner to enable him to operate at optimum efficiency. This will include but will not be limited to the main responsibilities given below. The personal assistant/senior secretary is expected to use a high degree of self-management and initiative.
Key tasks
Senior Secretary
2. Prepare and amend correspondence and documents through digital and analogue audio-typing and word processing.
3. Administer filing which will include daily filing and the opening, closing, storage and retrieval of client files in accordance with the detailed procedures contained in the office manual.
4. Prepare mail and enclosures for dispatch.
5. Arrange for all copying to be done, in person if an assistant or receptionist is not available to undertake the task.
6. Make appointments, arrange meetings and maintain an up to date diary for the Senior Partner.
7. Provide refreshments when asked to do so.
8. Provide support to other secretaries as required.
9. Provide guidance to junior and temporary secretaries when required to do so.
10. Attend clients both in person and on the telephone and provide such support in a professional and friendly manner in keeping with the firms standards of client care.
11. Undertake any specific training when required to do so and overall to have a responsibility towards self-development.
12. Ensure the confidentiality of all the Senior Partners, Firms and the clients documentation and information.
Personal Assistant
Prepare confidential business based correspondence and documents.
Ad hoc duties in respect of personal work for the by Senior Partner
Develop training programmes and train as appropriate other secretaries.
Supervise secretaries workload and day to day activities as appropriate, to include drawing up of, holiday, telephone and reception rotas
Arrange alternative cover for secretaries during holidays and sickness as appropriate
Organise the re distribution of secretarial work as and when required
Quality control of all secretarial output.
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