Legal Secretary

Department: Private Client 

My client a national law firm with offices located across the Midlands is looking to appoint a legal secretary to join their office in Spalding.

Duties include

• Provide the team with typing, secretarial and administrative support.
• Work responsibly to support the needs of the fee earners and the priorities given, delivering a quality service, suggesting improvements to increase efficiencies (where appropriate).
• Assist with digital dictation and administrative support across the firm in line with the Firm’s workflow ethic.
• Transcribe and prepare (including preparing first draft in some cases) all correspondence and legal documents through audiotyping and word processing, using Firm precedents where appropriate.
• Operate case management system, including storing documents electronically – organising and attaching to relevant matters.
• Become familiar with all relevant computer packages including, but not limited to, PDF Docs, I-Manage, Elite 3E document conversion and Docusign.
• Deal with administrative routines as required, to include scanning, e-faxing, printing and photocopying.
• Be involved in the efficient management of client/matter files to include electronic filing in a timely and accurate manner, together with file opening procedures including, completion of client care letters and terms and conditions (also ensuring they are sent out), file closure and archiving plus any general filing (if applicable).
• Be the first point of contact for clients requesting original documents and communicate our compliance requirements for release – this will include understanding how to use the strong room, including searching for and retrieving documents and procedures for sending out original documents.
• Meet clients’ needs and ensure they are kept advised as necessary.
• Manage incoming and outgoing mail in all mediums, including reviewing/clearing down the scanned mail folder on a daily basis.
• Make appointments, arrange meetings and travel together with maintaining manager/fee earners diary as required.
• Monitor fee earners’ compliance reports and ensuring adherence to Lexcel guidelines.
• Attend clients both in person and on the telephone and providing such support in a professional and friendly manner in keeping with the Firm’s standards for client care.
• Be responsible for own personal professional development and undertake any training when required to do so including, but not limited to, MBL training as directed, relevant bite size training, attendance at all internal At Home With sessions and lunch and learn sessions together with attendance at department specific meetings and training. Achieve Microsoft Word Accreditation at intermediate level.
• Be flexible as a member of the wider support team and assist with work as required, co-operating with peers and others, ensuring a co-operative team environment.
• Work within relevant administrative systems and procedures, particularly in the management of finances, recording time, preparation of bills and correspondence.
• Ensure the confidentiality of all the firm’s and clients’ information.
• Appreciation of legal procedures and Firm protocols.
• Any other reasonable ad hoc requests from Fee Earners/Managers and other colleagues.

Department specific:

• Binding and sewing Wills
• Understand how to use the strong room including searching for and retrieving documents and procedures for sending out original documents
• Prepare, but not limited to, Wills, Codicils and Living Wills, Lasting Powers of Attorney, Deeds of Revocation and Deputyship Orders including the care and storage of those documents
• Complete relevant forms and Land Registry searches
• Understanding of Trust and Deposit accounts and all paperwork around Estate administration

Skills and experience

• Experience as a legal secretary or secretary in another field, including the use of a digital dictation tool.
• Strong computer literacy, with good working knowledge of Microsoft Office.
• Accurate keyboard skills
• Excellent attention to detail, including spelling and punctuation.
• Writes clearly and succinctly in a variety of communication settings and styles.
• Ability to communicate effectively at all levels, to remain calm and respond well in pressurised situations.
• Knowledge of basic document formatting such as page breaks, justification, adherence to firm style and track changes
• Ability to organise own work effectively and plan well to meet required deadlines.
• Evidence of a problem solving “can-do” attitude and the ability to work effectively in a team environment including inducting new team members into department, ensuring they feel welcome, taking on responsibility for their integration into the team.
• Experience of working in a professional organisation with the ability to demonstrate a basic knowledge of fee-earners’ work.