Legal Secretary

**Job title**

Secretary

**Department**

Legal Services

**About Higgs**

Our vision is to be the independent regional law firm of choice, recognised for having a positive long-term impact upon its people, its clients, its business partners and its community.

When it comes to our people, the team is everything at Higgs - an environment of sharing and collaboration, and a real sense of loyalty to each other and the firm. That is coupled with a desire for everyone to learn and develop. We are always striving to be better. We enjoy what we do. We are genuinely interested in our clients and want them to feel a part of the firm too.

Our approach to our people draws on enjoyment, health & wellbeing, developing talent, technical excellence, training, reward and recognition.

When recruiting, we:

- Value enthusiasm and personality
- Want to be an employer of choice for talented, driven and client-focused people
- Are always looking for the very best to strengthen our team and bring new skills and ideas
- Integrate new people to realise their potential

With over two hundred employees and Members we offer a flexible and unique environment for people to grow their careers. Together we grow.

**Role purpose**

Our Secretaries work collectively as a centralised resource within the Legal Services Department. The team provide a comprehensive level of support to our lawyers across all departments.

We aspire to deliver technically superior service. We will ensure that our people have the knowledge and skills to achieve at the highest level.

**Key responsibilities**

In line with policies and procedures, key responsibilities include:

- Ensure that dictation queues are checked regularly throughout the day, picking up tasks across departments in order of priority
- Liaise with our Office Assistants to delegate administrative tasks, tracking progress through to completion
- Deal promptly with any finance requests such as billing, TT’s in/out and any other queries that may arise
- E-filing, hard copy filing and file maintenance
- Handling various companies house and land registry searches
- Document production, amending and creating documents from our standard templates in line with our standards
- Liaise with the PA team as and when required
- Support fee earners with file opening process
- Arrange or, where not appropriate, conduct photocopying, printing, or scanning so relevant documents are collated and distributed in a timely manner
- Liaise with other Secretaries to share tasks and discuss deadlines
- Manage queries, responding as appropriate and/or ensuring that all messages are communicated and responded to

**Person specification**

The Secretary has responsibility to ensure they are familiar with the Firm’s departments, key people, clients, internal systems and procedures. Any training requirements should be discussed with the Head of Legal Services.

In addition, our Secretaries are expected to demonstrate:

- Excellent telephone manner and communication skills
- Exceptional organisational skills with an eye for detail
- Team orientated personality with the ability to work independently and with others
- Flexibility and dependability
- Ability to take the initiative and demonstrate proactivity
- Ability to remain calm under pressure and work to tight deadlines
- Conscientious, approachable and enthusiastic
- Have a positive approach to daily tasks
- Ability to embrace change and do so in a positive and energetic way

**Technical knowledge**

In addition to this, they should have/be:

- Accurate typing speed of at least 60 words per minute
- Excellent IT skills, proficient in Microsoft Office systems
- Some legal experience in at least one area of law

**Other information**

The firm offers hybrid working wherever possible. Our Higgs’ Best FIT (flexible, inclusive, together) principles are designed to ensure that people are able to complete their best work from the most appropriate location.

We also encourage a ‘dress for your diary’ approach.

**Equal opportunities**

As charter signatories to The Law Society’s Diversity and Inclusion Charter, Higgs LLP are committed to developing a diverse business by engaging with the widest pool of talent and promoting equality of opportunity for everyone. Our mission is to ensure that everyone is empowered to be the best version of themselves and to have a voice which can be shared, heard and respected.