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Legal Secretary

4 months ago

Manchester, Greater Manchester, United Kingdom Douglas Scott Legal Recruitment Full time

Legal Secretary

Intellectual Property & Technology

Global Law Firm

Manchester


A Legal Secretary is required to join a Global Law Firm based in Manchester within their Intellectual Property & Technology team.

This is a rare and exciting opportunity to join one of the World’s most prestigious Law Firms. At this firm career opportunities are exceptional, you will be working with some of the best Lawyers in the industry and gain exposure to the highest quality legal work.


The firm has a unique approach to their legal secretarial function - 'the hub' (a model encouraging true teamwork). This approach allows you to stretch and develop your skills ensuring you are given interesting work at an appropriate level whilst making sure you are not over-burdened. You still have contact with clients and partners but you will collaborate and work with a wider range of people in the department than in a traditional secretarial model.


MAIN DUTIES AND RESPONSIBILITIES


Working collaboratively with the rest of the team, to deliver and provide exceptional secretarial support by:

• Taking responsibility to ensure work is undertaken in the most appropriate way to maximise efficiency

• Proactively managing workflow from the team inbox and completing tasks in priority order

• Coordinating internal and external client meetings effectively ensuring rooms and conference facilities are booked, liaising with attendees and ensuring that any required catering and technical equipment is in place

• Manage fee earner expectations in terms of deadlines and status of tasks undertaken

• Organising travel arrangements through the travel portal including booking and confirmation of reservations, flights, hotels, taxis, after flight transfers. Liaising with third party provider to obtain visas and producing detailed itineraries

• Utilising document production for the creation of all first draft documents

• Assisting fee earners with the organisation of meetings including preparation of agendas and collating meeting papers in a timely manner

• Organisation of file management including closing of files, archiving and ensuring all relevant documents are filed electronically and in line with our file management best practice

• Understanding the end-to-end billing process including creating standard bills, disbursements, amending narratives and raising credit notes

• Understanding the client matter opening, client reporting and client balances processes

• Completing financial reports where required, from internal systems highlighting outstanding monies to be billed and updating particular client financial schedules where necessary

• Managing group and fee earner contacts to ensure they are up to date through Interaction (CRM tool)

• Providing administrative support to fee earners with conflict searches and audit requests

• Assisting on ad-hoc projects as and when required, for example managing bundles, assisting during team events, indexing documents, etc.


The ideal candidate:


• Experience as a legal secretary

• Have a strong working knowledge of WorkSite and Bighand or similar tools

• IT literate with high level of proficiency in Microsoft Office suite (Excel, PowerPoint, Word, Outlook) & Lync - Skype for Business

• Excellent diary management

• Exemplary document management and filing

• Excellent organisation and prioritisation skills