Secretary in Guildford

The Legal Secretary will provide a vital service supporting the lawyers in our Employment, Pensions & Immigration team. Working alongside one other Secretary, the role-holder will support a team of 4 Partners and 13 legal professionals with a broad range of secretarial, administrative and legal-process tasks. Strong IT proficiency is required as involvement with the billing process and other key IT systems is an integral part of the role.

SPECIFIC AREAS OF RESPONSIBILITY

• Team and Client Support
  • Play a key role in supporting 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.
  • Sending out fee updates and invoices to clients on behalf of the lawyers.
  • Using the New Business Introduction system (“NBI”) “InTapp” to carry out conflict searches and to open new matters (tagging them appropriately by “case type”).
  • Using the client relationship software, “InTapp OnePlace”, to update contact details and the client database and to record business development and marketing activity, including referrals “in” and “out” of the firm from other legal or professional services firms or other sources of business.
  • Proactively seeking work to assist other team members during quieter periods.
  • Assist in answering telephone calls promptly at all times and taking messages and contacting clients as needed, especially in relation to assisting with new enquiries.
  • Provide cover for other secretaries (including in other teams) during breaks, absences and busy periods.
  • Act as a point of contact for clients in lawyers’ absence, as required.
• Document management/document production
  • Preparing client engagement letters and dealing with signature of such letters (typically via DocuSign).
  • Arranging for other documents to be sent to clients and other parties for signature via DocuSign.
  • Provide a comprehensive, accurate and timely word processing service for the creation and amendment of documents, pitches and presentations using Word, Excel and PowerPoint.
  • Ensuring 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.
  • Assisting with all travel and accommodation arrangements and prepare all necessary documentation to support lawyer business trips.
• Administrative Support
  • Manage all manner of administration including: Manage and file emails and carry out management of e-post and correspondence (internal and external).
  • File management, including scanning and filing documents and notes electronically as required.
• Diary/Meeting management
  • Keep lawyers’ diaries up to date in Outlook.
  • Arrange internal and external meetings, liaising with reception as required.

QUALIFICATIONS & EXPERIENCE ESSENTIAL

• 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.
• Good numerical skills.
• Excellent written English and grammar.
• 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 in a professional services environment.
• Proven experience implementing and utilising a robust follow-up system in relation to client billings.

Skills, Aptitude & Experience

• Resilient and calm under pressure with a confident and professional demeanour.
• Good interpersonal and communication skills are essential.
• Proven ability to demonstrate effective time management skills and the ability to prioritise a varied workload appropriately.
• Proactive and self-motivated, demonstrating the ability to use initiative.
• Proven ability to be a team player.
• Proven ability to build a positive rapport with clients and other employees.
• Excellent organisation and administration skills.
• Excellent accuracy and attention to detail.
• Flexible work ethic to meet the Firm’s requirements.

DESIRABLE

• Proven experience working in a law firm environment, with knowledge of legal proceedings and documentation.
• Specific knowledge and experience of legal documentation, including the legal billing process.
• Expertise with IT software customarily used by professional services firm, e.g. Thomson Reuters 3E and NBI systems, such as “Intapp Open” and “OnePlace”.
• Private practice law firm experience preferred.

The Opportunity

• Competitive base salary.
• 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 car parking expenses via a pay as you go card at a local car park (likely to be Farnham Road car park).
• Travel – option to apply for an interest-free loan for a season ticket or parking permit.
• Enhanced maternity/paternity pay (after sufficient service).
• Cash back scheme.
• Comprehensive flexible benefits package including: Critical illness insurance, Buy/Sell holiday scheme, Dental insurance, Cycle to work schemes, Taste card, Fun pass, 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.