Legal Secretary/PA

Outline and Purpose of the Job:
To support the Fee Earner(s) in all aspects of their work and responsibilities to ensure they are able to operate at optimum efficiency at all times. Key tasks will include dealing directly with clients and colleagues on the Fee earner’s behalf and carrying out any administrative or other roles reasonably delegated.

Main Duties and Accountabilities:
1. To produce documents and correspondence by word processing/audio typing as directed by the Fee Earner(s).

2. To attend to clients and others, both on the telephone and in person. Where possible dealing with initial enquiries or taking detailed messages so the appropriate person can deal with the matter upon their return to the Office.

3. To set up new files accurately and speedily on instruction from the Fee Earner, ensuring that they comply with departmental procedures and Matthew Arnold & Baldwin ‘quality’ standards.

4. To maintain the Fee Earners’ client details on the firm’s database (Videss) ensuring they are updated regularly.

5. To deal promptly and accurately with all filing and the storage and retrieval of client files.

6. To manage the Fee Earner’s diary, which includes making appointments, arranging meetings, organising travel, etc. as and when required. To ensure all meetings have appropriate facilities such as room, refreshments etc.

7. To maintain the monthly billing process, including drafting bills with narrative for approval and chasing outstanding invoices as they fall due.

8. To look after Fee Earners’ expenses each month for either client or marketing purposes.

9. To oversee the Fee Earners’ debts and work in conjunction with the Fee Earners and Accounts to ensure the debts are kept to a minimum.

10. To ensure the confidentiality and security of all practice and client data, documentation and/or information at all times.

11. To assist in the smooth running of the administration and secretarial support for the Fee Earners and, where appropriate, sickness/holidays. Provide support to other Fee Earners and secretarial staff within the department.

12. With training, and under supervision of the Fee Earners, to draft straightforward legal documents.

13. To review and implement any changes that ensure that all file management complies with best working practices.

14. To ensure that any incoming faxes reach the Fee Earners in a timely fashion.

15. To assist the London office staff with any documents that may require delivery to counsels offices/court etc.

16. Photocopying of documentation and processing of documents for seminars.

17. To undertake any other ad hoc duties as requested by the Professional staff in the Department.

Skills and Experience:
1. Audio typing (approximately 65 - 80 wpm)

2. Good knowledge of Microsoft office packages (especially Outlook and Word)

3. Knowledge of Legal Client Database (for example Videss) (Desirable)

4. Previous legal secretarial litigation experience.

Personal Qualities:
1. Thorough and accurate with a keen eye for detail

2. Ability to work on own initiative

3. Motivation and drive to identify and implement best working practice at all times

4. Confidentiality and discretion

5. A professional and efficient approach to both clients and colleagues

6. An ability and willingness to learn on the job

7. Ability to work well under pressure and meet deadlines

8. Excellent communication skills

9. Strong team player

10. Good sense of humour

If you would like to apply for this position, simply fill out your details here, enter your name in our reply box, attach a copy of your CV and click on the button to submit.

Alternatively, please apply for this position using the details below.
Please forward your CV and covering letter to:

Tanya Shamtani
HR Department
Matthew Arnold & Baldwin Solicitors
21 Station Road
Watford
Hertfordshire
WD17 1HT

Email your CV by clicking on the following link: isAnbcmbx/dp/vl
WHEN APPLYING FOR THIS VACANCY, PLEASE QUOTE REFERENCE NUMBER CO-CO - LONDON

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