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Legal Secretary

2 months ago

Inverness, Highland, United Kingdom Page Personnel Finance Full time

**Job Summary**

We are seeking a highly organized and detail-oriented Legal Secretary to join our team at Page Personnel Finance. As a Legal Secretary, you will provide administrative support to our lawyers and paralegals, ensuring the smooth operation of our office.

Key Responsibilities:

  • Manage the diaries of lawyers and paralegals, making and amending appointments, arranging meeting rooms, and tracking responses.
  • Take new client queries, including relevant details of the background to the query.
  • Anticipate requirements for meetings, organizing papers, producing itineraries, directions, and background information.
  • Proactively manage emails, ensuring documentation is copied to client folders, flagging important emails, and dealing with them in a timely manner.
  • Scan mail, save it to the document management system, and organize necessary responses for lawyers and paralegals.
  • Prioritize and manage multiple projects, following through on issues in a timely manner.
  • Maintain practice area organization during holidays or absences, checking for important mail, voicemail, or emails and responding if necessary.
  • Ensure all BigHand and non-BigHand work is complete within required timescales for lawyers and paralegals.
  • Input data into the case management system.
  • Maintain intimate knowledge of current affairs in the office and deal with clients and third parties via email, phone, or in person, ensuring accurate messages are communicated and dealt with professionally.
  • Update contacts and distribution lists in Outlook.
  • Prepare Excel spreadsheets.
  • Draft letters of engagement.
  • Organize expense claim forms and collate necessary receipts.
  • Pay invoices in compliance with office internal procedures.
  • 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.
  • Organize the transfer of time from lawyer's suspense account to the relevant matter number.
  • Assist with case management.
  • Assist in collating trust bibles.
  • Populate and update internal systems and databases to enable information to be pulled from these databases when necessary.
  • Share appropriate documents within the team, ensuring all presentations are listed on a central database and all templates are available to all members of the practice area.
  • Undertake some specialist duties, such as finance, marketing, or business development.
  • Complete mail merges when required.
  • Implement a standardized system for saving documents to the DMS.
  • File documents in the appropriate location, both electronically and in hard copy, and organize the opening and closing of files and papers when necessary.
  • Sourcing travel and accommodation, organizing all aspects of travel, and anticipating important information and documents that fee earners may need while traveling.