Legal Secretary/PA
- Recruiter
- Novum Law
- Location
- Swindon, Wiltshire
- Salary
- £19,000 - £21,500
- Posted
- 20 Jun 2016
- Closes
- 18 Jul 2016
- Job Title
- Legal Secretary
- Practice Area
- Personal Injury, Personal Injury / Medical Negligence
- Contract Type
- Permanent
- Hours
- Full Time
Novum Law is a national firm specialising in brain injury, spinal injury, medical negligence and asbestos-illness claims. Our experts act for people who have been involved in serious accidents or have a serious illness, however and whenever it occurred.
Key Responsibilities
Documents and file handling
• Providing a secretarial/PA service to a Director to include audio typing (digital dictation – Winscribe) and copy typing services, diary management, assisting with business development activities such as presentations and events, producing letters and documents, utilising our Case Management and IT systems as appropriate, post handling, ensuring the highest levels of speed, accuracy, presentation and confidentiality.
• Manage the filing system, including electronic file management on the IT systems, following correct procedures to aid the rapid retrieval and provide an effective source of information.
• Photocopying appropriate documents, setting up and archiving files.
Administration
• Preparing and completing all necessary forms relevant to the team delegated by the Fee Earners.
• Provide key support to the team in relation to risk compliance matters.
• Providing business development support, mailing and invitations to clients and contacts.
• Liaising with Office Executive/Administration Support
Client Services
• To respond quickly and efficiently to all telephone calls, ensuring that an appropriate answer is given or an accurate message is taken and passed to the relevant member of the team for action. Also to provide an efficient and professional service for new and existing clients, over the telephone and face to face, to promote the Firm’s image and increase business.
• Supporting the Fee Earners in client relationships, getting to know key clients, maintaining accurate data (e.g. addresses, contacts, etc) and providing regular reporting to clients as part of agreed service levels.
• In Fee Earners’ absence, monitoring the daily email, voicemail and post and to seek advice in responding to urgent correspondence to ensure that client needs are met as part of the Firm’s professional service
Support and Compliance
• Understanding targets such as chargeable hours and time recording, ensuring accurate records are maintained for Fee Earners of both chargeable and non-chargeable time. Work proactively with the Firm’s credit control team in relation to client payments.
• Completing transfers, under instructions from Fee Earners, of monies on client accounts, using accounts office printouts to ensure accurate settlement of both client and Firm accounts.
• Producing typed copies of interim/final bills, knowledge of assessment of costs/bills and ensuring the highest levels of accuracy and presentation.
• Maintaining a diary system, logging all appointments including a brought forward system for bills and other reminders to ensure the smooth and efficient time management of Fee Earners/Partners.
Team
• A team player, building strong working relationships with the direct team, the wider team and office teams. Commanding respect from all colleagues; balancing team and individual responsibilities; contributing to building and maintaining the positive team spirit; supporting everyone’s efforts to succeed.
Understanding and Learning
• Taking responsibility for own learning and development and committing to relevant training. Taking responsibility for the growth of others, sharing knowledge and accepting and giving feedback constructively.
Key Attributes
GCSE passes (or equivalent) in English and Maths.
RSA qualifications desirable.
Experience and Knowledge
• Experience within professional services with 2+ years legal secretarial experience in a litigation field
• Knowledge of Microsoft Office applications
• Knowledge of medical terminology advantageous
Skills / Abilities
• Minimum typing speed of 50 – 60 WPM
• Planning and organising
• Time management
• Turning problems into solutions
• Able to give and receive feedback constructively
• Numerate: able to understand budgets and targets and forecast working time
• Strong IT skills: adapts to information systems quickly; able to use case management systems effectively
• Excellent literacy skills including drafting style, attention to detail, and accurate use of the English language
Behaviours / Attitude
• Communication is clear and concise; listens well; adapts information to suit audience;
• Knows when to make a decision and when to seek guidance
• Takes accountability for actions
• Strong business acumen and commercial awareness
• Takes an investigatory approach, knowing as much as possible about the Client or task from the outset
• Has a courteous, considerate and respectful approach to others, shows appreciation wherever it is due
• Is a team player, who’s personal ambition is expressed through team achievement
• Has an open and honest approach including not being afraid to admit uncertainty or mistakes
• Seeks personal achievement, improvement and development at all levels and at all times
• Demonstrates a flexible approach when required