Legal Secretary

Overview of role

To assist the lawyers in running their practice by delivering legal secretarial services to a high standard and often under pressure and time restraints.

Duties, Responsibilities & Person Specification

To provide general secretarial support (without limitation):

• creating, 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;
• billing and collections, liaising with the Clients and Accounts Department;
• photocopying, scanning of documents and correspondence;
• booking meetings and diary management;
• arranging the opening, closing and archiving of accounts and files;
• arranging travel for Partners and Associates, as required;
• maintaining and updating details of client contacts and addresses in the Firm's InterAction and AdEx databases;
• providing cover for other secretaries during times of absence, as and when required.
• To maintain accurate records and correspondence files in relation to the Firm's client files.
• To liaise with Clients as appropriate and in accordance with a fee earner's 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.
• 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

1. Candidates 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;
   • manage a complex and demanding workload and prioritise tasks and projects to meet work standards and personal performance targets;
   • 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; and
   • work in a flexible manner and respond to changing circumstances and emergency situations.