Senior Legal Administrator

4 hours ago

Southampton, Southampton, United Kingdom THE CHARALLE GROUP Full time

Job Title: Senior Legal Secretary

Job Summary: We are seeking a skilled and experienced Senior Legal Secretary to join our team at THE CHARALLE GROUP. As a Senior Legal Secretary, you will provide administrative support to our legal department, ensuring the smooth operation of our office and providing exceptional service to our clients.

Key Responsibilities:

  1. To administer files, including opening, closing, storage, and retrieval, in accordance with our management procedures.
  2. To accurately record information in our practice management system, provided by Lawyers.
  3. To draft letters, documents, and forms, to be checked by Lawyer/s using case management system and/or Microsoft Word as necessary.
  4. Daily diary management for yourself and Lawyer/s, inputting key dates and diarying when to chase for things.
  5. To make appointments, arrange meetings, book rooms for clients and colleagues as requested, and organise refreshments as necessary.
  6. Able to deal with and respond to some correspondence in the absence of Lawyer on annual leave.
  7. To plan and book travel for Lawyer/s when required.
  8. To ensure that letters, telephone notes, and file notes are accurately presented and formatted in a professional style and in line with our company procedures.
  9. 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.
  10. To maintain files accurately and keep filing 100% up to date.
  11. To undertake any specific training to improve or enhance skill base as requested.
  12. To accurately maintain and update data in the practice management system relating to client and contact information and marketing activity and preferences.
  13. To assist clients with updates/progress on their cases.
  14. To proactively assist as requested with Departmental marketing and networking events.
  15. To produce and mail out client invoices.
  16. To 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.
  17. To request cheques, bank transfers, and paying in money received, as appropriate.
  18. To assist others in the department whenever there is spare capacity, or it is evident that a colleague needs assistance with their workload.
  19. To pick up telephone calls for other members of the department when they are away from their desk.
  20. To assist other members of the department, both proactively and at the request of the Team Leader.
  21. To work effectively with other legal and support departments as required.

Requirements:

  1. A Senior Legal Secretary has responsibility to ensure that their skill set is up to date, and they are familiar with the firm's departments, key personnel, clients, internal systems, and procedures.
  2. This will ensure that the Senior Legal Secretary is able to carry out their role effectively, and, where appropriate, should discuss any training requirements with the Team Leader for their office.
  3. Accurate typing speed of at least 60 words per minute.
  4. Advanced knowledge of Microsoft Word (including track changes), Outlook, Excel, PowerPoint, research tools, and other systems implemented by the firm, such as case management.
  5. Knowledge of legal terminology, documentation, legal processes, etc.
  6. Excellent telephone manner and competent knowledge of telephone system.
  7. Excellent communication, organisational, and team skills.
  8. Excellent attention to detail.
  9. Flexible and dependable, able to take the initiative.
  10. Able to remain calm under pressure and work to tight deadlines.
  11. Conscientious, approachable, and enthusiastic.
  12. Able to quickly build confidence, respect, and trust with others.
  13. Have a positive approach to daily tasks and have a solutions-focused working method.

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