Legal Secretary

My client a well known legal firm in the area is looking to recruit a Legal Secretary.

Main duties include:

• Prepare accurate and presentable correspondence and documents through audio-typing, word processing and case plan as swiftly as possible.
• To have a good understanding of any case plan attached to the files being worked on i.e. file opening, conveyancing etc and to use these case plans efficiently.
• To have a good knowledge of and to work unsupervised in the production of basic standard forms and procedure.
• To ensure that all letters and documents throughout the firm take priority over the production of attendance notes.
• Administer filing which will include daily filing and the opening, closing, storage and retrieval of client files in accordance with the detailed procedures contained in the Compliance & Risk Manual.
• Prepare mail and enclosures for despatch.
• Make appointments, arrange meetings and maintain an up to date diary for his/her principal(s).
• Take and receive telephone messages and calls when necessary.
• Ensure that notes and messages are dealt with promptly and properly filed and communicated to the relevant person as soon as possible.
• At all times to be considerate towards client needs and to serve those needs in a timely, efficient and professional manner.
• To promote the firm and its professional image when dealing with clients, prospective clients and professional contacts.
• Prepare the meeting room for meetings as necessary and the tidying and clearance of the room at the end of the meeting.
• Provide refreshments when asked to do so.
• Provide support to the other secretaries and fee earners with their workload as required whether within the same team or not.
• To seek work and assist with general office duties at those times when your workload is up to date.
• Provide guidance to junior and temporary secretaries when required to do so.
• Attend clients both in person and on the telephone and to provide such support in a professional and friendly manner in keeping with the firm's standard for client care.
• To take action on the messages received in the fee earner's absence or unavailability.
• To be helpful and pleasant with other staff members at all times.
• To provide cover in the event of other secretarial and/or administrative staff absences, sickness and holiday, including reception.
• Undertake any specific training when required to do so and overall to have a responsibility towards self-development.
• Ensure the confidentiality of all the firm's and clients' documentation and information.
• To assist with maintaining photocopiers and printers to include filling them up with paper, changing the toner when required..
• To actively seek economies with stationery, use of telephone, fax and other office equipment.
• To adapt to changes in working practices with the minimum of disruption.
• To undertake other or new secretarial and/or administrative tasks as directed, or as becomes necessary.
• To complete basic legal forms relevant to the allocated fee earner's work types with instruction.
• To have an appropriate knowledge of accounts practices, procedures and time limits so that on a day to day basis procedures are properly followed including bills, time records properly entered, cheque requisitions and receipt notices etc.
• To carry out any other associated duties which may from time to time be reasonably required.
• To work on own initiative to progress standard fee earning work.
• To achieve targets in general performance and training and any other objectives in the last Appraisal.
• To assist fee earners in the efficient performance of their tasks and in getting the maximum chargeable hours each day.

Skills Required:

• Accurate audio and copy typing.
• Previous Legal Secretary experience
• Efficient keyboard skills.
• Full working knowledge of Microsoft Word and Outlook 2010.
• Computer literate.
• Organisational skills including efficient diary management.
• Ability to communicate clearly.
• Pleasant telephone manner.
• Literate and numerate with neat legible handwriting.
• The ability to receive training and retain knowledge on application software.
• Able to work in a team.

Benefits include:

• 34 days holiday including bank holidays
• 5%, employer contribution 3% of employee contribution, totalling combined 8% contribution
• Childcare vouchers
• Staff parties
• Retail Discount Scheme - vouchers/discounts
• Role is working Monday to Friday, office based 37 hours per week

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