Job Title

Secretary – Float

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Job Description

Company Introduction

Our client is a leading organisation in private clients and corporate services.

Job Responsibilities and Duties

  • Keep information confidential;
  • Taking messages and relaying accurately to appropriate person(s);
  • Creating amending legal documents;
  • Receiving and sorting incoming mail where required;
  • Scheduling files for archiving and retrieval of files from storage;
  • Maintenance of office systems including paper and electronic filing;
  • Updating of spreadsheets;
  • Registering employees for training sessions and organising same activity;
  • Working as part of a team to ensure that effective secretarial cover is maintained;
  • Ensuring compliance with quality standards and the firm’s policies in general;
  • Other support services including taking minutes of meetings and initiating and replying to correspondence on routine matters;
  • Greeting clients;
  • Answering incoming calls.
  • Floater Secretaries are assigned to various departments which helps them to get familiar with all the types of documents being produced. They get exposed to quality work done in many different areas of the company

Experience

  • An "A" level standard of education;
  • Candidates must have previous Legal Secretarial experience, ideally gained in the Property, Employment and Litigation departments.

Personal Skills

  • Ability to communicate with people at all levels;
  • Enjoy working in a busy environment;
  • Commitment to the success of the firm;
  • Good spelling and grammar;
  • Excellent English verbal and written communication skills are essential including the ability to relate to people at all levels;
  •  Ability to prioritise, excellent organisation and administrative ability;
  •  Ability to use initiative and to work well under pressure / to deadlines;
  •  Good Team player;
  •  Professional telephone manner and the ability to take messages effectively and efficiently;
  •  Ability to multi-task;
  •  Personable, but high professional;
  •  High proficiency in all Microsoft office packages;
  • Fluent in both written and spoken Maltese and English.
Tags: Answering Telephones, English, Filing, Maintaining Office Records, Maltese, Microsoft Office, Personal Assistant (PA), Spreadsheets, Teamwork, Written and Oral English Communication

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