Legal Secretary

We have an exciting opportunity with one of our clients. a top 200 Law firm with offices in Southampton. We are looking for a Legal Secretary to join their large Commercial Property department. You will be joining a busy team based in the Southampton officewho deal with a wide range of interesting Commercial Property work.

As a Legal Secretary you will be providing administrative and secretarial support to multiple fee earners on various day to day tasks, with the prospect to progress your skills and career and run with as much responsibility as you want to take on. This rolewould be well suited to a Legal Secretary with strong administration, attention to detail and organisational skills who wants to be involved in much more than just typing. You will be working within a fun and collaborative team who value each other’s supportand input.

**Core duties**:

- To administer files to include opening, closing, storage and retrieval in accordance with the firm’s management procedures
- Accurately record information in the practice management system provided by Lawyer/s
- Print out and prepare pre completion bundles for client completion
- Handling pre and post completion documentation, paperwork and registrations
- Drafting of letters, documents, and forms, to be checked by Lawyer/s
- Printing of contracts and letters pertaining to the sale or purchase of a property
- Scanning of signed contracts and other documents
- Daily diary management for themselves and Lawyer/s. Inputting important key dates and diarising when to chase for things
- To make appointments, arrange meetings, book rooms for clients and colleagues as requested, organising refreshments as necessary
- Able to deal with and respond to some correspondence in the absence of Lawyer on annual leave
- Plan and book travel for Lawyer/s when required
- Ensure that letters, telephone notes and file notes are accurately presented and formatted in a professional style and in line with company procedures
- To prepare correspondence, documents and enclosures for despatch using digital dictation and the practice management system as applicable, at all times adhering to the laid down policies and procedures
- Ensuring files are maintained accurately and filing kept 100% up to date
- To undertake any specific training to improve or enhance skill base as requested
- To accurately maintain and update data in the practice management system relating to client and contact information and marketing activity and preferences
- To assist clients with updates/progress on their cases
- Produce and mail out client invoices
- Assist Fee Earners in the billing and credit control process by liaising with the Fee Earner and accounts and to produce standard financial/time reports and invoices through the system
- Picking up telephone calls for other members of the department when they are away from their desk
- Any other duties as reasonably required by the Fee Earners or Team Leader, or a person of an appropriate seniority.
- Monitoring and ordering of stationery supplies
- Process all incoming and outgoing mail
- Accurate typing speed of at least 60 words per minute.
- Advanced knowledge of Microsoft Word (including track changes), Outlook, Excel, PowerPoint, research tools and other system implemented by the firm such as case management.
- Knowledge of legal terminology, documentation, legal processes, etc.
- Excellent people skills, meet and greet.
- Excellent telephone manner and competent knowledge of telephone system.
- Excellent communication, organisational and team skills.
- Excellent attention to detail
- Flexible and dependable, able to take the initiative.
- Able to remain calm under pressure and work to tight deadlines.
- Conscientious, approachable and enthusiastic.
- Able to quickly build confidence, respect and trust with others
- Have a positive approach to daily tasks and have a solutions focussed working method
- Be able to work independently and self-sufficiently.