Holmes O’Malley Sexton LLP is a leading national Irish law firm, with offices in Dublin, Cork and Limerick, dedicated to providing a range of commercial and personal legal services. Our brand is one of quality, knowledge, experience and value delivered through a timely, friendly and cost-effective service.
We are currently seeking a Full-Time Secretary to join our busy team onsite in our Dublin office, assisting with a wide range of matters in a fast-paced office environment. This is a permanent role.
Summary:
The successful candidate will provide comprehensive secretarial and administrative support to the relevant solicitor/partner, ensuring the smooth operation of the section on a day-to-day basis.
Key Responsibilities:
- Preparing, typing, and formatting legal documents, submissions and correspondence through use of the “Dictaphone” digital dictationsystem.
- Maintaining files in accordance with office procedures and the “Partner” document management system.
- Managing filing system for the team including indexing material, identifying, opening and retrieval of files, on a day-to-day basis.
- Collating, typing, copying, assembling, binding and dispatch of correspondence.
- Acting as main point of contact on behalf of the relevant solicitor/partner in relation to office functions and activities, answering queries as required and relaying information accurately, both internally and externally to third parties (clients, medical professionals, insurance companies, counsel) and the public. Responding on own initiative to general queries and requests for assistance.
- Managing, planning and maintaining diary/appointments to ensure time is managed effectively; opening and scanning post as required, assessing and prioritising same if required, actioning matters accordingly, responding to enquiries (mail, phone, in person, email), while always maintaining a high level of confidentiality.
- Scheduling meetings to include arrange time, location, venue and appropriate refreshments. Notifying participants. Circulating agenda and documentation to confirmed attendee and non-attendees. Drafting and sharing minutes/reports and appropriate correspondence. Identifying and collating relevant file(s) as they correspond to minutes/reports to enable easy access at meeting.
- Working to continuous deadlines, efficiently, while liaising with colleagues and stakeholders across the firm.
- Managing and adhering to the reporting requirements of various clients.
- Inputting and managing information on IT database in an accurate and timely manner.
- Providing general administrative support and other appropriate duties as required by the relevant solicitor/partner or his/her nominee.
- Identifying priorities and actioning without direction.
- Liaising with clients, counsel and third parties.
- Undertaking postal duties on a rota basis.
- Organising travel arrangements.
Requirements, Skills and Qualifications:
- Leaving Certificate - ideally honours English.
- Secretarial Course with high scores in Typing and Accuracy.
- Detailed knowledge of legal procedures.
- Understanding of document management systems.
- Previous experience in a legal or professional office environment an advantage.
- Litigation experience a further advantage.
- Ability to work independently and as part of a team.
- Strong organisational and time-management skills.
- Excellent IT skills with attention to detail and accuracy.
- Excellent Communication and Interpersonal skills.
- Good Typing and IT skills, including Microsoft Office.
- Professional, reliable, dependable with courteous manner and ability to use discretion when dealing with firm matters, cases and individuals.
Benefits:
- Competitive salary - dependent on experience
- Additional annual leave days
- Sick pay entitlements
- Pension
- Life cover and PHI income protection cover
- Death in Service cover
- Paid professional subscriptions
- Travel Saver Incentive Scheme
- Bike to Work Scheme
- Fresh fruit daily
- Organised sports and social activities
- Employee Assistance Programme for you and your family members
- Free eyesight testing
- Free annual flu vaccine
- Dry cleaning collection and delivery service
Job Type: Full-time
Pay: €30,000.00-€40,000.00 per year
Benefits:
- Additional leave
- Bike to work scheme
- Company events
- Employee assistance program
- Wellness program
- Work from home
Experience:
- legal secretarial : 1 year (preferred)
Work Location: In person
