Legal Secretary Private Client Inverness
5 days ago
We are seeking a highly organized and detail-oriented Legal PA to join our team in Inverness. As a Legal PA, you will provide administrative support to our lawyers and paralegals, ensuring the smooth operation of our practice.
Key Responsibilities- Diary Management: Manage and amend appointments, arrange meeting rooms, track responses, and organize refreshments as needed.
- Client Queries: Handle new client queries, including relevant details of the background to the query.
- Meeting Preparation: Anticipate requirements for meetings, organize papers, produce itineraries, directions, and background information.
- Email Management: Proactively manage emails, ensure documentation is copied to client folders, flag important emails, and deal with them in a timely manner.
- Document Management: Scan mail, save to the document management system, organize, and prepare necessary responses for lawyers and paralegals.
- Project Management: Prioritize and manage multiple projects, follow through on issues in a timely manner, and maintain practice area organization during holidays or absences.
- BigHand and DMS: Ensure all BigHand and non-BigHand work is complete within required timescales for lawyers and paralegals.
- Case Management: Input data into the case management system and maintain intimate knowledge of current affairs in the office.
- Communication: Deal with clients and third parties via email, phone, or in person, ensuring accurate messages are communicated and dealt with professionally and proactively.
- Administrative Tasks: Update contacts and distribution lists in Outlook, prepare Excel spreadsheets, draft letters of engagement, organize expense claim forms, and pay invoices in compliance with office internal procedures.
- Billing and Finance: Assist with billing, attend team/billing meetings, prepare bills and narratives for lawyers to sign off on, and send to the appropriate biller for finalizing.
- Specialist Duties: Undertake some specialist duties, such as finance, marketing, and business development.
- Excellent Organizational Skills
- Ability to Multi-Task and Prioritize
- Proficient in Microsoft Applications: Word, Outlook, Excel, PowerPoint
- Willingness to Enhance IT Literacy through training
- Experience of Adarent, DMS, and BigHand (preferred but not essential)
- Accurate and Competent in Document Production
A competitive salary and excellent benefits package.
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