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 SPECIFICATIONQualifications of Legal Secretary:· Educated to GCSE or equivalent, A Level preferable.· Minimum RSA II typing.
· A secretarial qualification an advantage.