Secretary Litigation Assistant

6 months ago

Newport, United Kingdom JM Selection Full time

**Secretary Litigation Assistant**

We are currently recruiting a Secretary Litigation Assistant for a reputable solicitors based in the Newport area.

The main purpose of the role is to provide direct support to Senior Fee Earners in the Department in a range of matters relating to commercial litigation and manage all client work allocated in accordance with the Firm’s standards.

Role Responsibilities
- To support senior fee earners with all typing (audio and copy typing) requirements.
- To deal with enquiries, calls and correspondence from clients/other professionals, which do not need input from a senior member of the dept.
- To act in a semi-fee earning capacity andto accurately record and submit regular time recording in line with the firm’s/departments policy.
- To undertake basic fee earning duties under supervision, such as taking detailed client instructions in person or over the phone and managing conduct of files where assigned by a senior fee earner.
- To achieve agreed levels of billing and time recording, where applicable.
- To ensure all financial controls procedures are followed particularly in respect of billing procedures and collection of monies.
- Carry out research to assist senior fee earners in progression of cases.
- To ensure that all client work relating to files is processed correctly and expeditiously and that the client is kept regularly informed of progress and costs.
- To manage and deal with all correspondence associated with files on a daily basis.
- To maintain and update files with relevant correspondence to ensure files remain current and up to date.
- Updating the case management system efficiently and effectively in accordance with departmental processes and procedures.
- When required, arrange and attend conferences with Counsel, instruct experts and review export reports.
- Liaise with legal representatives including counsel, costs drafts persons, experts etc.
- Manage periodic payments on account as agreed by the relevant fee earner.
- To follow file review procedures, ensuring that these are dealt with promptly.
- Carry out periodic costs checks on files as requested by the relevant fee earner.
- Assist with and undertake tasks relating to fee earner’s caseloads when required.
- Assist the department in developing work processes for cases when required.
- To undertake administration work on files and support senior fee earners with the same.
- To undertake all filing, copying, scanning duties as required to support the dept.
- To administer the opening, closing, storage and retrieval of client files in accordance with the firm’s procedures.
- To prepare daily mail and enclosures for dispatch.
- Manage diaries/calendars for senior fee earners and where relevant own diary management.
- To ensure that the support staff allocated are progressing your work in a timely manner.
- To prepare bundles of documents for counsel and experts and trial bundles when required.
- To attend to 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 standards for client care.
- To provide support to the firm’s support staff and fee earners as required.
- Greeting and dealing with “walk in” clients, to the office to take initial instructions or brief updates on their matter.
- Preparing draft bills.
- To maintain flexibility to attend conferences with clients which, on occasions may be outside of ‘normal working hours.’
- Management and development of Shared Administrative Resource
- To ensure the confidentiality of all the firm’s and client’s documentation and information.
- To undertake any other duty as reasonably requested of you and within your capabilities including reception cover, post room cover, and court run cover (full training provided.)

Role Requirements
- Ability to listen carefully and ask questions to ensure full understanding tasks
- Demonstrable ability to handle difficult/ upset clients and respond accordingly in sensitive situations
- Ability to carry out research quickly and efficiently
- Professional telephone manner.
- The ability to work as part of a team and also take personal responsibility and ownership of own work.
- Ability to maintain attention to detail and accuracy when recording information, carrying out a tasks
- Excellent communication skills both written and verbal.
- Good prioritising and planning skills to ensure that tight deadlines are achieved under pressure
- Ability to work with confidential and sensitive information with discretion
- Flexibility to work outside of normal office hours that may be required from time to time.

Person Requirements
- Law Degree (working towards one) or recognised equivalent
- Excellent verbal and written communication skills are essential including the ability to relate to people at all levels
- Demonstrable knowledge of the law relating to Commercial Litigation and related procedures
- LPC graduate or recogn

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