Administrator / Secretary Apprentice

Stokes Solicitors LLP

Apprenticeship summary:

PETA Training are proud to be working with Stokes Solicitors LLP, looking to source an exceptional Administrator / Secretary  Apprentice for their organisation. Do you want to progress in a law firm? If so, and you are polite and professional, then please apply for this position today.

The Administrator / Secretary Apprentice will complete general office administration duties, including reception support. The Apprentice performs a vital role in providing administration support and organisation in respect of the office work schedule and case files in order to assist the firm to maintain maximum efficiency and high standard of service to the firm’s clients. There is the possibility the right candidate will have the opportunity to move into a full-time role upon completion of the apprenticeship, with progression towards becoming a Trainee Legal Secretary.


The Administrator / Secretary Apprentice will be responsible for:

Administrative duties

  • Accurate operation of inputting data into database and ensuring storage area is kept organised, accurate and tidy
  • Retrieval of files/documents when requested
  • Photocopying and faxing
  • Dealing with daily post and matching it to correct files for Fee Earner’s attention
  • Collating post and files and liaising with other Fee Earners and/or Head of Department as necessary to confirm priority of action and work allocation
  • Franking post in readiness for collection
  • Filing of papers
  • Opening, maintaining and closing of files in accordance with Office Manual / Practice Manual procedures
  • Assistance to Reception in maintaining a tidy office and meeting rooms

Reception cover duties

  • Acknowledging all incoming calls within specific time frame and passing to the relevant Fee Earner or (if not available) their Secretary
  • Accurately recording telephone messages from the answering machine, and if messages taken, accurately recording them to pass via email to respective recipient
  • Preparing post for collection and sorting incoming Post/Deliveries
  • Accurate storage and registration on database of Wills, Deeds and Archived Case Files
  • Maintaining the diary for booking use of the Boardroom
  • Dealing efficiently and courteously with all clients and other parties who visit Reception
Other information

Stokes Solicitors are an independent, confidential, specialist and personal service. They have been serving the people of Portsmouth, Hampshire and West Sussex for nearly a century, offering pragmatic advice and representation for individuals and businesses, no matter the size of the business or dispute. Please note that a confidentiality agreement will be required due to the nature of this role and therefore discretion will be essential. 


It is essential that the Administrator / Secretary Apprentice has good customer service and communication skills. Other essential qualities include:

  • Knowledge of Microsoft Office included Excel, Word and Access
  • Confidentiality
  • Polite, helpful and well presented
  • Pays good attention to detail
  • Good telephone manner
  • Courteous, patient, professional and efficient
Personal qualities
Qualifications required
  • GCSEs in maths and English with at least a grade C / 4 are required


  • Family office feel
  • Joining a friendly team
  • Job stability and company loyalty
  • 20 days annual leave plus Bank Holidays
  • On street parking with possible car park
  • Previous apprentices both moved into full-time roles
Future prospects
  • There is the possibility the right candidate will have the opportunity to move into a full-time role upon completion of the apprenticeship, with progression towards becoming a Trainee Legal Secretary.
Training to be provided
  • Level 3 Business Administrator Apprenticeship Standard.
  • You will complete a 15 month apprenticeship which includes 10 days at the PETA training centre in Cosham.
  • You will be supported every 6 weeks with visits from your PETA Learning & Development Coach.

Apply for this Vacancy

To apply for this job vacancy, please complete the application form below. Once we have received your application, we will be in touch to discuss next steps. 

Apply now