Legal Secretary (Corporate)

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.

Hours: 9:30 a.m. to 5:30 p.m. with flexibility in accordance with the needs of the business.

RESPONSIBILITES

Technical:

1. Making diary appointments, arranging meetings (including booking rooms, confirming dates and locations, distributing agendas and preparing material where required) and diary management;
2. Organising regular international travel arrangements and preparing itineraries where necessary;
3. Preparing material (often using PowerPoint) for presentations;
4. Attending monthly meetings with your allocated Partner and Accounts team to assist with WIP and billing;
5. 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;
6. Typing and amending correspondence and documents, which are often lengthy, and undertaking amendments as necessary;
7. Accurate proofreading of documents, paying particular attention to headers/footers;
8. Assisting with timesheet posting if required;
9. Use and update InterAction;
10. Prepare New Matter memos, ensuring accuracy and correct spelling of companies/individuals/checking with fee earners where necessary;
11. 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);
12. Photocopying, filing and other general administrative duties.

Personal Management:

1. Filing of paper documents, electronic filing and keeping administrative files up to date;
2. Follows firm's archiving process as set by Records Management;
3. Closing files promptly, transferring files over when a fee earner leaves, etc.
4. Arranging courier deliveries;
5. Ensures distribution lists are kept up to date, amending as necessary after new conflicts checks.

Client Focus:

1. Assisting with client queries in a professional and timely manner;
2. Assist internal clients (all groups within the business) with queries and respond in a timely manner;
3. Assisting with business development initiatives, i.e. organising client lunches, etc.

Communication:

1. 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;
2. 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;
3. 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:

1. Managing Partners’ e-mails as required and dealing with e-mail queries when appropriate;
2. Assists/supports Partners with internal processes, i.e. organises work to Evening group, picks up IT issues and resolves accordingly;
3. 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.

PERSON SPECIFICATION

Qualification:

1. Educated to GCSE or equivalent, A Level preferable.
2. Minimum RSA II typing.
3. A secretarial qualification an advantage.

Experience/Candidate Experience/Candidate Specification:

1. Knowledge of Corporate work within a legal environment preferable.
2. Experience of working in a partnership environment.
3. Experience supporting senior and high profile individuals.

Technical Abilities:

1. Accurate spelling, grammar and punctuation.
2. Strong technical skills, advanced Word and Outlook and a working knowledge of Excel, PowerPoint and Internet.
3. Typing speed 60 wpm +.

Personal Attributes:

1. Personable, flexible and enthusiastic approach to team work;
2. Good, articulate telephone manner;
3. Self-starter, ability to use initiative and provide pro-active support to fee-earners;
4. Ability to pay attention to detail, particularly with emails, and to check own work;
5. Reliable and well organised.
6. Ability to work under pressure within strict deadlines and takes responsibility for their work.