Secretary, Private Wealth Disputes in Guildford

To provide exceptional secretarial and administrative support to the Private Wealth Disputes team, enabling three partners and the wider team of lawyers and support professionals to deliver the highest standards of client service. This role is integral to the smooth and effective operation of the team.

The successful candidate will combine excellent organisational and administrative skills with a proactive, collaborative approach and a strong commitment to client care. They will build effective working relationships across the team, demonstrating empathy, professionalism and a genuine desire to support colleagues and contribute to collective success.

Adaptability, sound judgement and a support -focused mindset are essential, together with the ability to tailor communication and working styles to meet the needs of different individuals. A caring and conscientious approach, coupled with a determination to deliver tasks to a high standard, will be key to success in this role.

The below list of job duties is not exclusive or exhaustive, and the post holder will be required to undertake such tasks as may reasonably be expected within the scope of this position. Areas of responsibility will include:

Team and client support

• Lead, manage and/or support the billing process/cycle using our practice management system, 3E, including raising and processing invoices, dealing with time allocations/transfers, and producing WIP and debt reports
• Use the New Business Introduction system (“NBI”) “InTapp” to carry out conflict searches and to open new matters (tagging them appropriately by “case type”)
• Use the client relationship software, “InTapp, OnePlace”, to record business development and marketing activity, including referrals “in” and “out” of the firm
• Support fee earners with business development activities as required e.g., pitch documents, scheduling meetings, organising travel and conference itineraries etc
• Assist in answering calls /emails promptly and relaying messages back to lawyers accurately and in a timely manner
• Act as a point of contact for clients in lawyers’ absence, as required
• Support with internal projects relating to the team, or operational matters, as required
• Regularly offer assistance wherever possible
• Proactively seek work to assist other team members during quieter periods
• Provide cover for other secretaries during breaks, absences, and busy periods

Diary/meeting management

• Diary management and support for the team
• Arrange internal and external meetings, liaising with reception as required
• Organise and supporting all travel arrangements
• Perform any other relevant tasks required to provide support and assistance to the team.
• Provide a comprehensive and timely word processing service for the creation and amendment of documents using Microsoft Word, Excel, and PowerPoint
• Ensure documents returned to the lawyers accurately reflect the original request before returning work. This will include proof-reading the document, checking spelling, grammar, sense, amendments, and presentation
• Prepare, collate, and index legal documents

Process improvements and use of technology

• Shows curiosity and enthusiasm for emerging technologies, proactively exploring and championing the use of AI and other digital tools to streamline administrative processes, improve productivity and drive continuous improvement.

Administrative support

Perform key administrative tasks as required by the Private Wealth Disputes team. (Where applicable, oversee administrative work performed by an admin assistant and delegating tasks, as required).

• Undertake photocopying/ scanning/ bundling of confidential documentation
• Manage team emails and carry out management of e-post and correspondence (internal and external) including drafting replies to routine correspondence when required
• Admin research for events, travel and conferences

Qualifications and Experience

• A minimum of 5 GCSEs (or equivalent) including English and maths at Grade C and above, although candidates without these qualifications may be considered if they meet all other requirements
• Confident, working knowledge of Microsoft 365 (Outlook, Word, PowerPoint, Excel) MS Teams and Zoom, with a willingness to further develop technical skills
• Proven ability to learn new systems and enthusiasm for using AI/ technology
• Excellent written English grammar and sound numerical skills
• Enthusiasm for learning new technology, including AI-powered tools (e.g. Copilot 365 and Agents), and a track record of adapting to new systems and processes
• Proven experience of working as a secretary or administrator in a professional services environment
• Proven experience with invoicing, or billing processes
• Good interpersonal and communication skills; excellent accuracy and attention to detail
• A commitment to excellence and to delivering high levels of service
• Highly organised with strong time management skills and the ability to prioritise a varied workload
• Proactive and self-motivated with a practical, can-do approach
• Ability to manage and communicate upwards
• Shows initiative and takes personal responsivity for own work and accountability for its quality
• A proven team player with an ability to build a positive rapport with clients and other employees
• Resilient and calm
• Has the ability to adapt and change
• Flexible work ethic to meet the firm’s requirements and willing to take on new responsibilities as required

The Opportunity

• Pensions Scheme (5% employer contribution)
• Private medical insurance
• Permanent health insurance
• Life assurance
• Receive either the sum of £750 per annum as a travel allowance or reimbursement of carparking expenses via a pay as you go card at a local carpark (likely to be Farnham Road carpark)
• Travel – option to apply for an interest free loan for a season ticket or parking permit
• Enhanced maternity/paternity pay (after sufficient service)
• Critical illness insurance
• Cycle to work schemes
• Give as you earn
• Discounted gym memberships and shopping
• Profit share and discretionary bonus schemes

The Firm

Stevens & Bolton – making a positive difference to your career

You’ll work with people who listen, and who actively and willingly support one another within a collaborative and engaging environment. We genuinely care about our people and strive to build and maintain a diverse, inclusive and happy workforce.

We are recognised as a top firm in The Times Best Law Firms 2025, shortlisted for “Law Firm of the Year: The Independents” at The Lawyer Awards 2025 and shortlisted for “Regional/Offshore Team of the Year” at the Legal Business Awards 2025. The Firm was recently named “Law firm of the year” at the 2025 Legal Cheek Awards, was shortlisted for “ESG Initiative of the Year” at the Women, Influence & Power in Law UK 2024 Awards and shortlisted for “UK Law Firm of the Year - Small/Mid-Sized Firm” at the British Legal Awards 2023. Our refurbished office has been awarded a RICS SKA silver certificate and a 2-star Fitwel accreditation.

We’ve made excellence the hallmark of our firm: in the clear advice we give, in the enduring client relationships we build and in our proactive and highly responsive service. We seek to recruit people who will help us maintain and build on this, and in return we offer excellent long-term career and development opportunities.

Diversity & Inclusion

We have a strong commitment to diversity and inclusion (D&I). This drives a strategy which focuses on constant promotion of an inclusive culture that encourages everyone to realise their full potential and be themselves at work. In 2020 we were shortlisted for “Best D&I Initiative” at The HR Awards and for “Best Talent and Inclusion Initiative” at The Lawyer Awards.

#J-18808-Ljbffr