Legal Secretary

The Department:

Secretarial

Purpose of the Role:

To provide a full secretarial and Legal Secretarial service for a selection of Partners, Associates and PSL’s. 

Reporting Line:

Secretarial Team Leader and Secretarial Services Manager. 

Responsibilities of Legal Secretary:

Technical:

•             Making diary appointments, arranging meetings (including booking rooms, confirming dates and locations, distributing agendas and preparing material where required) and diary management;

•             Organising regular international travel arrangements and preparing itineraries where necessary;

•             Preparing material (often using PowerPoint) for presentations;

•             Attending monthly meetings with your allocated Partner and Accounts team to assist with WIP and billing;

•             Quick and accurate preparation with a high volume of bills on a monthly basis ensuring they are sent out as quickly as possible, following up with Accounts or other departments as required and answering any queries relating to bills;

•             Typing and amending correspondence and documents, which are often lengthy, and undertaking amendments as necessary.

•             Accurate proofreading of documents, paying particular attention to headers/footers;

•             Assisting with timesheet posting if required;

•             Use and update InterAction;

•             Prepare New Matter memos, ensuring accuracy and correct spelling of companies/individuals/checking with fee earners where necessary;

•             Complies with all internal policies, procedures and processes and keeps technical skills up to date (i.e. identifies where refresher/new training is required in response to any changes in the role);

•             Photocopying, filing and other general administrative duties.

Personal Management

•             Filing of paper documents, electronic filing and keeping administrative files up to date;

•             Follows firm's archiving process as set by Records Management;

•             Closing files promptly, transferring files over when a fee earner leaves, etc.

•             Arranging courier deliveries;

•             Ensures distribution lists are kept up to date, amending as necessary after new conflicts checks.

Client Focus

•             Assisting with client queries in a professional and timely manner;

•             Assist internal clients (all groups within the business) with queries and respond in a timely manner;

•             Assisting with business development initiatives, i.e. organising client lunches, etc.

Communication

•             Liaising with clients and telephone callers when fee-earners are out of the office.  Taking down accurate messages and dealing with queries or assisting callers wherever possible;

•             Assist and take ownership for internal/external queries in a polite and professional manner using the most appropriate medium, seek out information and resolve queries;

•             Maintains confidentiality and discretion at all times, flagging any concerns or issues at the appropriate level.

Teamwork

•             Assisting with general office duties and providing back up support for other secretaries and/or fee-earners as required to ensure the smooth running of the business.

Results Driven

•             Managing Partners’ e-mails as required and dealing with e-mail queries when appropriate;

•             Assists/supports Partners with internal processes, i.e. organises work to Evening group, picks up IT issues and resolves accordingly;

•             Checks new matter memos for accuracy, checks for clearance and keeps fee earners abreast with any issues or reminders.  Co-ordinates a file where this may be cross-group.

Hours:

9:30 a.m. to 5:30 p.m. with flexibility in accordance with the needs of the business.

PERSON SPECIFICATION

Qualifications of Legal Secretary:

·         Educated to GCSE or equivalent, A Level preferable.

·         Minimum RSA II typing. 

·         A secretarial qualification an advantage.

Experience/Candidate Specification:

Experience:

·         Knowledge of Corporate work within a legal environment preferable.

·         Experience of working in a partnership environment

·         Experience supporting senior and high profile individuals

Technical Abilities:

·         Accurate spelling, grammar and punctuation.

·         Strong technical skills, advanced Word and Outlook and a working knowledge of Excel, PowerPoint and Internet.

·         Typing speed 60 wpm +

Personal attributes:

·         Personable, flexible and enthusiastic approach to team work;

·         Good, articulate telephone manner;

·         Self-starter, ability to use initiative and provide pro-active support to fee-earners;

·         Ability to pay attention to detail, particularly with emails, and to check own work;

·         Reliable and well organised.

·         Ability to work under pressure within strict deadlines and takes responsibility for their work.