Wills and Estates Legal Secretary – Colchester

Thompson Smith And Puxon; Colchester; On-site; GBP 10,000 - 40,000; Full time

Job description

Wills and Estates Legal Secretary – Colchester

We currently have a fantastic opportunity for an experienced Legal Secretary to join our Wills & Estates department in Colchester on a full-time basis.

The Firm: Thompson Smith and Puxon (TSP) is a LEXCEL accredited, Legal 500 recommended practice with 17 Legal 500 recommended lawyers. The firm has a long history in North Essex and has ambitious plans to grow further over the next three years.

The firm has a strong commitment to personal and professional development for our staff as well as putting the client experience at the heart of everything we do.

With strong ties to the local community, and recognising our corporate and social responsibility, all members of the firm are encouraged to develop links with local charities and participate in fundraising and community-based activities.

The team

Our well-established Wills & Estates department offers a high-quality service to its clients. We require a confident, efficient, and experienced secretary in order to maintain the high quality of work that the team delivers. The work is demanding and fast-moving so you will be fast, accurate, proactive, and willing to learn and go the extra mile.

The role

In this full-time, permanent role, you'll be responsible for providing exceptional support to a Senior Solicitor and Director of the firm with a very busy caseload. You’ll need to be proactive and have the ability to hit the ground running in this fast-paced environment. You will be responsible for ensuring client satisfaction by pre-empting problems and identifying solutions, and by building and maintaining knowledge of our clients and their matters.

We're seeking a team player with a driven and professional attitude, who is fast, accurate, and willing to go the extra mile for clients and colleagues. You should have significant and current experience working as a Legal Secretary, ideally within a private client department. Strong IT and audio typing skills, as well as experience using case management systems, are required.

The main responsibilities include but are not limited to:

Administrative Support:

• Prepare, format, and proofread legal documents and correspondence related to private client matters.
• Manage and organise the solicitor’s calendar, including scheduling appointments and meetings.
• Handle incoming and outgoing correspondence, including emails, letters, and phone calls and draft responses as appropriate.

Client Interaction:

• Act as the first point of contact for clients, both on the phone and in person, providing them with updates and information regarding their matters.
• Arrange client meetings and ensure that all necessary documents and files are prepared in advance.
• Maintain a high level of client confidentiality and professionalism at all times.

Document Management:

• Prepare and manage legal documents such as wills, trusts, powers of attorney, and estate planning documents.
• Assist in the preparation of probate applications and the administration of estates.
• Ensure all documents are accurately filed and maintained in both physical and electronic systems.

Billing and Financial Administration:

• Assist with the preparation of bills.
• Track and manage time entries for billable hours.
• Handle financial documentation related to client matters, including payments and disbursements.

Legal Research and Compliance:

• Manage the compliance on all files via the Case Management System including conflict checks and risk assessments, escalating them to the Lawyer if required.
• Conduct legal research as required, particularly for updates on laws and regulations affecting private client services.
• Ensure compliance with relevant laws and firm policies.
• Coordinate with other departments within the firm, such as accounting and compliance, to ensure smooth handling of client matters.
• Liaise with external parties such as banks, investment advisors, and tax authorities.

Case Management:

• Maintain and update client files, ensuring that all information is accurate and up-to-date.
• Track the progress of cases and ensure deadlines are met.

Requirements

• Experience: Previous experience as a legal secretary in Wills and Estates, particularly in a fast-paced environment is highly desirable.
• Technical Skills: Proficiency in legal software, Microsoft Office Suite, and document management systems.
• Communication: Excellent written and verbal communication skills.
• Organisational Skills: Strong organisational and time-management skills, with the ability to prioritise tasks effectively with the ability to adjust priorities when needed.
• Attention to Detail: High level of accuracy and attention to detail in all work.
• Client Focused: Ability to build and maintain strong relationships with clients, displaying empathy and professionalism.
• Confidentiality: Ability to handle sensitive information with discretion and maintain client confidentiality.
• Pro-active approach: Must have a positive and can-do approach to assist the Solicitor to facilitate them focusing on fee earning legal work.

The Package

In return for your hard work and dedication, we can offer:

• A competitive salary, depending on level of experience and ability.
• We offer a full-time annual holiday entitlement of 22 days, plus Bank Holidays, with an additional 3 days for the Christmas to New Year closure. The annual holiday entitlement is pro-rated for part-time staff.
• A medical benefits scheme and Employee Assistance Programme upon successful completion of probation period.
• Firm sick pay policy paying up to 10 working days on a rolling year basis (pro-rated for part-time staff), following the successful completion of probation period.
• Opportunity for additional holiday for long service, 1 day after 5 years and another 1 day at 10 years.
• A friendly and social environment enhanced with regular social events provided by the firm.
• We offer a staff pension scheme with Scottish Widows that you will be auto-enrolled after you have completed 3 months service.

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Additional Information

We are an equal opportunities employer, recruiting individuals on their suitability for the role, qualifications and experience. We welcome applications from all communities and backgrounds.