Legal Secretary

3 months ago

Leeds, United Kingdom DAC Beachcroft Full time

Job Introduction
**DACBeachcroft **has an exciting opportunity for an experienced and knowledgeable **Legal Secretary **to join our **Real Estate** team on a full-time, hybrid basis in our Manchester office.

This is a 12 month fixed
- term contract.

Working as a team to act as a point of contact for lawyers and to ensure the effective completion of their work, as well as undertaking a variety of secretarial tasks (as listed below), and where appropriate, the LSA will manage the workflow by utilising Administrative Assistants (AA) and the Central Transcription Unit (CTU), retaining ownership and accountability of all tasks through to completion. Provide a high quality, comprehensive workflow management and organisational service to lawyers in the group and exceptional client service

The team is very busy, has lots of deadlines to be met and urgent instructions to deal with that have quick turnarounds. Being flexible, organised and able to prioritise work would be essential in this role and being able to communicate effectively both within the team internally and externally with clients.

We are looking for someone who can work well as part of a team, who can use their initiative and is proactive but also not afraid to ask questions if necessary.

Main Responsibilities
**_ Client Relationship Management_**
- Manage the production of documents and check returned work produced by the CTU team/speech recognition for accuracy/formatting, before it is passed to the relevant lawyer
- Taking and making client related calls, dealing with and handling message taking as appropriate
- Responsible for keeping up to date with client specific protocols and processes, implementing, providing guidance and training to others where necessary and ongoing monitoring

**_Administrative_**
- Responsible for files to be opened and closed and supervise general filing requirements and record keeping and production of engagement letters ensuring compliant at all times
- Monitor and track key dates for clients and ensure compliance procedures are up to date on all files and matters
- Support lawyers in business development activities including the involvement in preparation of pitches and presentations, scheduling meetings e.g. tenders, internal client, etc.
- Manage diaries, ensuring they are up-to date, anticipating requirements e.g. associated travel /accommodation bookings, meeting rooms, drafting itineraries, preparing agendas, preparing and circulating papers
- Produce and maintain Excel spreadsheets as required.
- First point of contact for their team, dealing with queries and acting on initiative to provide exceptional client service, promoting and developing ownership within the teams
- Arrange for the preparation and collation of internal sector newsletters and briefings
- Uploading documents to PDF docs and editing documents using the same
- Arrange photocopying, printing, organising couriers, sending out letters, faxes etc.
- Submitting documents for signature by clients via DocuSign
- Receiving instructions via digital dictation for tasks and acting upon the same

**_Communication_**
- Key point of contact for lawyers to maintain relationships and ensure a high level of support is always provided by the team.
- Liaising with and providing support to their immediate colleagues in the department, and where practical, other legal and support departments as requested by HL. Assisting others where there is spare capacity or it is evident that a colleague needs assistance with their workload
- Answering phone calls for other members of the team when they are away from their desk
- Liaison with and taking direction from your HL
- Liaise with the HL over any planned absences, arranging cover as necessary and communicating this to the relevant lawyers

**_Financial_**
- Assisting lawyers with billing related tasks
- Reviewing and updating time allocation and disbursements ensuring appropriate matter allocation
- Request cheques, bank transfers, and paying in money received, as appropriate
- Supporting the co-ordination of the WIP process
- Dealing with matter related finance administration to include BACs, TTs etc.
- Processing expenses

**_Processing_**
- Responsible for managing priorities and workloads to ensure deadlines are met. Liaising with HL where challenges arise
- Responsible for ensuring the creation and maintenance of data rooms and client information in accordance with case milestones
- Responsible for ensuring client and matter data is maintained and updated within appropriate systems, raising requests as appropriate
- Undertaking searches and completion of requisite forms and submissions
- Ensuring compliance with firm wide/department policies and procedures

**_Customer Service_**
- Arranging and attending team meetings
- Liaising with lawyers, PAs, HLs and Secretarial Managers (SM) to take instruction and liaise on work requirements
- Consistently and appropriately update service users on progress where appropr

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