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Legal Secretary

3 months ago

Birmingham, Birmingham, United Kingdom DAC Beachcroft Full time
Job Introduction

Who you'll be working with DAC Beachcroft is looking to appoint an experienced Legal Secretary to join our secretarial teams working within the Claims Solutions group. The purpose of the role is to provide a high standard of secretarial support to Partners/Lawyers across the specified practice. The position will be based in our office in Birmingham and will primarily support a range of teams based in London. Some travel to London will be expected.

What you will do

  • Preparing and formatting correspondence and documents including from digital dictation (Bighand) alongside proofreading speech recognition dictation
  • Answering/making telephone calls to include supporting with diversion of team calls
  • Managing the case management system (as appropriate)
  • Keeping case files organised and logical
  • Preparing documentation bundles and use of ebundling software such as PDF docs for putting together bundles, editing/redacting of information
  • Setting up of new files/archiving of files
  • Filing, photocopying, scanning and faxing
  • Use of clients external systems/portals for downloading and uploading of documents
  • Checking of notification inboxes and/or homeworker inboxes
  • Copying disks
  • Use of encryption software such as Sharefile
  • Assisting with the planning and booking of travel arrangements
  • Assisting lawyers with admin tasks e.g. expenses, diarising meetings etc.
  • Assisting lawyers with finance queries and raising monthly invoices using 3E
  • Booking client meetings and assisting with event on the day delegate "meet and greet" at our London office (where possible)
  • Assisting with adhoc business development and communications activities to include but not limited to producing branded presentations and team sheets in PowerPoint, mail merges in Word, spreadsheets in Excel, client contact reports, printing and collating delegate packs
  • An understanding of financial administration e.g. understand financial cycle of bills appropriate to external client, to keep accurate financial data when using the case management system and maintain bills in a logical and organised manner (where appropriate)
  • Ensuring client contact information is kept up to date and data is accurate
  • Assisting the team to work electronically and maintain a paperless environment
  • Helping to maintain a clean office and clear desk
  • Working knowledge of our computer systems and packages e.g. Word, Excel and PowerPoint and bespoke DAC Beachcroft packages
  • Supporting on costsaving initiatives such as cheaper travel options and split tickets
  • Regularly liaising with lawyers within the team and STL to keep them updated as to workflows
  • Ensure lawyers are updated in relation to deadlines for work
  • Share knowledge within the team relating to any changes within external client set ups e.g. client contacts leaving/joining the client
  • Advising Accounts/IT of any change of address/telephone numbers/change of name of any external client so that databases are updated

Who you are

  • Previous experience as a legal secretary is essential and knowledge of supporting with Casualty/Criminal Motor Defence and/or Regulatory SHE (Safety, Health & Environment) work is desirable, with a preferred minimum typing speed of 65wpm
  • Previous experience of using PDF docs, Sharefile and 3E at an intermediate level is desirable
  • A secretarial NVQ / Diploma or equivalent would be beneficial but is not essential
  • Must have good IT skills, particularly in Microsoft packages
  • Demonstrable ability to multitask for large busy teams
  • Ability to prioritise a full workload under pressure
  • Ability to work independently and support virtually across locations
  • An excellent eye for detail with a concern for quality and accuracy
  • Ability to communicate clearly and concisely orally and in writing
  • A focused client service approach
  • Team oriented and collaborative approach with a flexible, can do attitude
  • Some travel to our London office
**What you need to know about applying