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Legal Secretary - Employment, Litigation and Regulatory

Type: Contract
Salary: £20,000 per annum
Location: Edinburgh

Owen Reed is recruiting for a Legal Secretary to work within the Employment, Litigation and Regulatory sector.  The Legal Secretary will be required to work full time hours and will be based in Edinburgh.

The Legal Secretary will work as part of the team to provide general secretarial and administration to the Group
Assist the team in providing fee earners with effective and high quality secretarial support , enabling them to focus on providing the best legal services to clients
You will undertake all aspects of the role using the most appropriate tools and resources for the task to meet deadlines and ensures clear and concise record keeping relating to tasks undertaken and correct filing of tasks and supporting materials (i.e. email instructions / discussions)
Follow team processes and procedures when undertaking tasks
Collaborate with team members on hub processes, procedures and solutions
Respond flexibly and appropriately to fee earner requirements/needs
Actively participates in team meetings
Develop prioritisation skills
Demonstrate flexibility and proactively contribute to the team's success by actively seeking to improve working processes
Communicate problems promptly to Team Coordinator (or Senior Secretary)
Seek help or clarification and confirms understanding when uncertain about a task or when instructions are not clear

MAIN DUTIES AND RESPONSIBILITIES:

Working collaboratively with the rest of the team, to deliver and provide a comprehensive
secretarial/admin support service by:

Taking ownership and responsibility to ensure the work is undertaken in the most appropriate way to maximise efficiency
Actively engaging with the workflow through the team inbox, directing work through it and taking appropriate work from it in priority order.
Coordinating internal and external client meetings and ensure all work activities are scheduled effectively, including the identification and resolution of potential challenges and clashes
Organising meetings, ensuring rooms and conference facilities, video conference facilities are booked, liaising with attendees if necessary both internal and external and making sure that any required catering and technical equipment is in place
Manage expectations in terms of deadlines and outcome of tasks assigned
Responding and dealing with external or internal telephone calls and queries in a professional manner and taking clear and concise messages for other members of the practice group as required
Organising travel arrangements through the travel desk, booking and confirmation of reservations, flights, hotels, car transfers, ordering currency and expense claims and producing detailed itineraries. Preparation of key documents including visas, correspondence (including invitation letters), travel invoices, expense claims and maintenance/filing of copies
Understanding document management processes. Amending and re-formatting documents when appropriate to do so, ensuring that completed documents are delivered accurately and to a consistently high standard
Learning to organise agendas, presentations and meeting papers, including print production and timely distribution; ensuring that fee earners have all documents and adequate preparation time
Supporting the secretarial team by ensuring the timely completion of the support team's shared work, ensuring work of an appropriate level is dealt with according to priority
Demonstrating flexibility with working practices in line with the business need, especially in times of pressure/ high workload
Organisation of file management, including closing of files, archiving and ensures that all relevant documents are filed electronically and paper-based, if required
Working towards full capability for managing and understanding of the end-to-end billing process, of standard bills, using Elite (internal financial system). Following the relevant procedures and prompting fee earners to complete all necessary time recording, or to enter such time recording on their behalf
Creating standard bills, disbursements, amending narratives as well as requesting 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.

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