Our client is seeking an experienced Legal Secretary to serve as the primary point of contact for Partners and Fee Earners.
In this pivotal role, you will manage comprehensive workflow processes and provide exceptional client service while coordinating with Admin Assistants and Document Production teams.
Key Responsibilities Client Relationship Management Become an active part in the care of clients.
Taking and making client related calls, dealing with and handling message taking as appropriate.
Manage the production of documents and check returned work produced by the Document Production team/speech recognition for accuracy/formatting, before it is passed to the relevant lawyer.
Liaise with Client & Marketing and provide support for scheduling tender meetings, directory interviews, client training etc.
Manage Interaction and ensure new prospects, clients and contacts, activities and business development information are added.
Responsible for keeping up to date with client specific protocols and processes, implementing, providing guidance and training to others where necessary and ongoing monitoring.
Administrative Responsible for files to be opened and closed and supervise general filing requirements and record keeping and production of engagement letters ensuring compliant at all times.
Monitor and manage key dates for clients and ensure compliance procedures are up to date on all files and matters.
Support fee earners in business development activities including the involvement in preparation of pitches and presentations, scheduling meetings e.g.
tenders, directories, internal clients.
Work with business development managers on the maintenance of CRM Assisting in the organisation of internal and external events, seminars and conferences (vulture).
Manage diaries, ensuring they are up-to date, anticipating requirements e.g.
associated travel /accommodation bookings, meeting rooms, drafting itineraries, preparing agendas, preparing and circulating papers.
Produce and maintain Excel spreadsheets as required.
First point of contact for the team, dealing with queries and acting on initiative to provide exceptional client service.
Assisting in the tender process - liaising with Business Development, collating outstanding information, assisting with draft/final submissions.
Arrange photocopying, printing, organising couriers, sending out letters, faxes etc.
Receiving instructions via digital dictation for tasks and acting upon the same.
Maintaining LinkedIn profile, updating connections and adding new activity.
Communication Key point of contact for allocated Partners, Fee Earners and Clients to maintain relationships and ensure a high level of support is always provided by the team.
Monitor post and/or emails; proactively responding to and drafting responses on behalf of others, prioritising emails, collating necessary paperwork and e-filing.
Liaising with and providing support to their immediate colleagues in the department, and where practical, other legal and support departments as requested by Hub Leader/Legal Support Manager.
Minute taking, following up designated actions to ensure completion ahead of the next meeting.
Liaise with the Legal Support Managers over any planned absences, arranging cover as necessary and communicating this to the relevant Fee Earners.
Processing Responsible for managing priorities and workloads to ensure deadlines are met.
Liaising with Hub Leader/Legal Support Managers where challenges arise.
Responsible for managing the creation and maintenance of data rooms and client information in accordance with case milestones.
Responsible for ensuring client and matter data is maintained and updated within appropriate systems, raising requests with the BAU team as appropriate.
Online applications e.g.
Companies House, Land Registry, Searchflow, CRU forms.
Undertaking searches and completion of requisite forms and submissions.
Ensuring compliance with firm wide/department policies and procedures.
Customer Service Arranging and attending team meetings.
Liaising with Fee Earners, Hub Leaders and Legal Support Managers to take instruction and liaise on work requirements.
Consistently and appropriately update service users on progress where appropriate.
Essential Skills & Experience Advanced knowledge of document management/case management systems.
An effective communicator with the ability to establish and build client relationships; striving to provide exceptional service at all times.
Customer/client service focused.
Proven experience of managing high level client facing tasks and priorities, with a hands-on, practical approach.
Effective at investigating issues and seeing a problem through to conclusion.
Conscientious, taking personal responsibility for own work and accountability for its delivery and quality.
Excellent team player, with a willingness to take on new responsibilities and challenges.
Positive can-do attitude with the ability to adapt to change.
Confidential and discreet.
Well organised and methodical with excellent attention to detail, ensuring accuracy in all client communications and deliverables.