The Role: Legal Secretary

The Department: Secretarial

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.

RESPONSIBILITES

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

Qualification:

· Educated to GCSE or equivalent, A Level preferable.

· Minimum RSA II typing.

· A secretarial qualification an advantage.

Experience/Candidate Experience/CandidateSpecification:

· Knowledge of Corporate work within a legal environment preferable.

· Experience of working in a partnership environment

· Experience supporting senior and high profile individuals

Technical Abilities:

· Accurate spelling, grammar and punctuation.

· Strong technical skills, advanced Word and Outlook and a working knowledge of Excel, PowerPoint and Internet.

· Typing speed 60 wpm +

Personal Attributes:

· Personable, flexible and enthusiastic approach to team work;

· Good, articulate telephone manner;

· Self-starter, ability to use initiative and provide pro-active support to fee-earners;

· Ability to pay attention to detail, particularly with emails, and to check own work;

· Reliable and well organised.

· Ability to work under pressure within strict deadlines and takes responsibility for their work.