Legal Secretary

Overview of role

Duties, Responsibilities & Person Specification

To work as part of a team delivering legal secretarial services to a high standard and often under pressure.

To provide general secretarial support to the lawyers including (without limitation):

• To implement and maintain the lawyers’ billing and collections system, including drafting invoice narratives
• Arranging the opening, closing and archiving of accounts and files
• Opening and adding matters onto appropriate system
• Maintaining and keeping a record of business-development activities of the lawyers.
• Running conflict searches in relation to new file openings and all know-your-customer (KYC) matters
• Booking meetings and diary management
• Familiarisation and compliance with the Firm's house style
• Redacting, editing, amending and storing of correspondence and documents in the appropriate electronic matter file, including the preparation of "blacklined" documents
• Responding to internal and external telephone enquiries, and ensuring that every call is attended to in a professional and polite manner
• Photocopying and scanning of documents and correspondence
• Booking meetings and diary management
• Maintaining and updating details of client contacts and addresses both within the Lawyers’ personal contact database and the Firm's database, Interaction
• Supporting other members of the secretarial team and work collaboratively with them to complete work to a high standard and meet required deadlines
• Providing cover for other secretaries within the team during times of absence, as required
• To maintain accurate records and correspondence files in relation to the Lawyers’ client files
• To liaise with clients as appropriate and in accordance with Lawyers’ instructions and firm policies
• To be familiar with, and comply with, Firm policies relevant to the purpose of the job
• To participate in special projects as and when required in relation to the Firm's and the Lawyers’ practice areas
• To carry out any other duties commensurate with the purpose of the job, including the performance of duties outside normal working hours

Education, Skills & Experience

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Education and/ or Experience

• Essential: A recognised legal secretarial qualification from a recognised university or college and/or minimum of 3 years' proven experience with leading corporate law firm.
• Desirable: An equivalent combination of education and relevant experience.

IT Knowledge

• Essential: High level of proficiency in Microsoft Office applications, Adobe Acrobat, Aderant Expert, Sharefile, Internet navigation for research purposes
• Desirable: iManage, Interaction, Intapp

Personal Qualities/skills/abilities

• The individual will need to demonstrate a high level of effectiveness in each of the following skills and abilities:
• Work independently and as a team member
• Tact and diplomacy to deal with confidential matters
• Communicate clearly and effectively, both verbally and in writing, with people at all levels of understanding.  This will include high quality correspondence
• Use and update computerised systems, including the intranet, databases, word processors, and spreadsheets, and genuine interest in developing IT skills
• Participate in continuously improving services through critically evaluating systems of work, promoting new ideas and actively developing service improvements
• Conduct themselves in a courteous, respectful and professional manner at all times