Legal Secretary

6 months ago

Manchester, United Kingdom DAC Beachcroft Full time

Job Introduction
**DACBeachcroft **is seeking to appoint an experienced **Legal Secretary **to our **Employment Pensions & Immigration (EPI) **cluster on a full-time, permanent, hybrid basis in our centrally located Manchester office.

Forming an integral part of an established team, the main purpose of this role is to provide an excellent standard of secretarial support to a team of fee earners (including those with senior management responsibilities) across the practice area in Manchester

The Employment and Pensions Group at DAC Beachcroft LLP is over 110 strong with 18 partners and offices in London, Leeds, Manchester, Newcastle, Bristol and Dublin.

This role is within the Manchester Employment, Pensions & Immigration Group which comprises 4 Partners, 1 Legal Director, 1 Senior Associate, 8 Associates, and 3 other Legal Secretaries. The main focus of the team's work is complex employment work. This includes a mix of high-volume and high-profile Employment Tribunal and Appellate Court litigation, organisational change management programmes, TUPE and industrial action to day-to-day employee relations issues including disciplinary and grievance cases, staff performance and absence management, contract, policies and procedures.

Main Responsibilities
**_ Secretarial support_**
- Effective prioritisation and ownership of tasks whilst managing a full workload
- Booking client and internal meetings, video and audio conferences
- Helping to set up new clients by getting Client identification documents, Company reports, Creditsafe reports etc and completing New Client Administration Forms
- Accurate and timely preparation of correspondence, agreements and other documents, including from digital dictation
- Creating and editing spreadsheets and PowerPoint presentations, making the most of available technology and showing appropriate creativity to maximise professional impact of documentation
- Amending documents, proof reading and creating comparisons to highlight changes
- Updating MI in the team's case management system
- Generate and manage client specific reports
- Preparing document bundles for fee earners
- Opening and closing files
- Preparing engagement letters, diarising key dates and managing files on both the case management system as well as the H drive.
- Filing, archiving, photocopying and scanning documents as and when required or co-ordinate through general office
- Ensuring that client contact information is kept up to date on relevant systems
- Assisting with the booking of travel and accommodation arrangements
- Arrange client events, meetings and training sessions
- Book attendance at external seminars
- Liaising with Counsel, other legal representatives and outside agencies (Office Services etc)
- Proactively assisting with ad-hoc business development and communications activities e.g. client contact reports, delegate packs etc.
- Building and maintaining a level of individual knowledge required for the role
- Implement DAC Beachcroft Way with regard to filing (client generated and administrative, e-filing and paper filing, document versions, sub-folders etc.), archiving and maintaining a comprehensive electronic file of record
- Supporting Newcastle and Leeds during secretarial absences, in particular covering non-work days

**_Financials (primarily assisting Newcastle where required)_**
- Prepare expense claims;
- Complete all accounts forms;
- Providing billing, cash collection and accounts support to fee earners, including monthly invoice generation, monitoring work-in-progress and tracking paid/outstanding invoices;
- Assisting with incoming billing, cash collection and accounts queries and liaising with external and internal support teams to resolve issues quickly and effectively;
- Assist fee earners in all matter financial management and disciplines. Working with Finance to ensure client balances are dealt with, bills are sent out promptly and that debt is proactively kept on top off. Where necessary, attend monthly meetings with your fee earners and Finance and take forward actions agreed from those meetings.

**_Diary management_**
- Use Outlook for reminders and tasks to ensure that all bring-forward matters and important dates are highlighted;
- Proactive diary management: scheduling and re-scheduling appointments (both internally and externally) as appropriate, using the electronic diary;
- Book meeting rooms, arrange lunches, travel arrangements and all other appointments as required by the fee-earners; liaising with Travel Champions re complex travel.

**_General_**
- Helping maintain a clean office and clear desk;
- At all times handling confidential information in line with the firm’s data security protocols;
- Supporting on cost-saving initiatives such as cheaper travel options;
- Regularly liaising with fee earners within your group and your STL to keep them updated as to workflows; ensure you keep your fee earners updated re deadlines for work;
- Share knowledge within

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