Legal Secretary

2 months ago

London London, UK, United Kingdom Owen Reed London Full time

Purpose of the Role:



To provide a full secretarial and PA service for a selection of Partners, Associates and PSL’s.



Reporting Line:



Secretarial Team Leader and Secretarial Services Manager.



Responsibilities of Legal Secretary:



Technical:



• Making diary appointments, arranging meetings (including booking rooms, confirming dates and locations, distributing agendas and preparing material where required) and diary management;



• Organising regular international travel arrangements and preparing itineraries where necessary;



• Preparing material (often using PowerPoint) for presentations;



• Attending monthly meetings with your allocated Partner and Accounts team to assist with WIP and billing;



• Quick and accurate preparation with a high volume of bills on a monthly basis ensuring they are sent out as quickly as possible, following up with Accounts or other departments as required and answering any queries relating to bills;



• Typing and amending correspondence and documents, which are often lengthy, and undertaking amendments as necessary.



• Accurate proofreading of documents, paying particular attention to headers/footers;



• Assisting with timesheet posting if required;



• Use and update InterAction;



• Prepare New Matter memos, ensuring accuracy and correct spelling of companies/individuals/checking with fee earners where necessary;



• Complies with all internal policies, procedures and processes and keeps technical skills up to date (i.e. identifies where refresher/new training is required in response to any changes in the role);



• Photocopying, filing and other general administrative duties.



Personal Management



• Filing of paper documents, electronic filing and keeping administrative files up to date;



• Follows firm's archiving process as set by Records Management;



• Closing files promptly, transferring files over when a fee earner leaves, etc.



• Arranging courier deliveries;



• Ensures distribution lists are kept up to date, amending as necessary after new conflicts checks.



Client Focus



• Assisting with client queries in a professional and timely manner;



• Assist internal clients (all groups within the business) with queries and respond in a timely manner;



• Assisting with business development initiatives, i.e. organising client lunches, etc.



Communication



• Liaising with clients and telephone callers when fee-earners are out of the office. Taking down accurate messages and dealing with queries or assisting callers wherever possible;



• Assist and take ownership for internal/external queries in a polite and professional manner using the most appropriate medium, seek out information and resolve queries;



• Maintains confidentiality and discretion at all times, flagging any concerns or issues at the appropriate level.



Teamwork



• Assisting with general office duties and providing back up support for other secretaries and/or fee-earners as required to ensure the smooth running of the business.



Results Driven



• Managing Partners’ e-mails as required and dealing with e-mail queries when appropriate;



• Assists/supports Partners with internal processes, i.e. organises work to Evening group, picks up IT issues and resolves accordingly;



• Checks new matter memos for accuracy, checks for clearance and keeps fee earners abreast with any issues or reminders. Co-ordinates a file where this may be cross-group.



Hours:



9:30 a.m. to 5:30 p.m. with flexibility in accordance with the needs of the business.







PERSON SPECIFICATION



Qualifications of Legal Secretary:



· Educated to GCSE or equivalent, A Level preferable.



· Minimum RSA II typing.



· A secretarial qualification an advantage.

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