Legal Secretary Property Litigation

  • Russell-Cooke
  • London, United Kingdom
  • Jan 05, 2018
Full time Legal Secretary

Job Description

LS25/12 - Legal Secretary Property Litigation

Posted: 24/11/2017 14:01 Start Date: Not Available Salary: competitive Location: Bedford Row Level: Secretarial Deadline: 22/12/2017 23:59 Hours: 35.00 Benefits: available upon application Job Type: Full Time    

We are seeking a confident, enthusiastic, self-motivated and professional full time secretary to provide secretarial and PA support to a Partner and his colleagues in the Property Litigation team based in Bedford Row, Holborn.

The team is one of the leading practices in the country, rated in Chambers and Legal 500. The team is friendly and informal.  The work is interesting and varied and often of a very high profile nature. There are two secretaries in the team. This recruitment relates to one of those positions.

Key responsibilities include, but are not limited to:

  • Secretarial and PA duties.

  • Administration for file reviews and new enquiries.

  • Covering during secretary absences (e.g. holidays, sickness etc.)

Document production

  • Proficient in the use of Microsoft Office tools, specifically Microsoft Word (advanced) Microsoft Excel (intermediate) and PowerPoint (basic).

  • A minimum typing speed of 60 wpm using the Firm’s BigHand digital dictation software and equipment.

  • Ability to proofread and check all outgoing correspondence.

  • Proficient in the use of available Multi-Function Devices (MFDs) and/or copiers for the purpose of copying, scanning, printing and finishing.

  • Assembling, paginating, indexing and copying Court bundles.

Record keeping

  • Proficiency in the use of the Firm’s document management system to file and maintain all emails and documents in appropriate client workspaces.

  • A thorough knowledge of and timely adherence to the Firm’s physical file maintenance procedures.

Client relationships

  • Answering telephones promptly in a professional, cheerful and helpful manner at all times.

  • Advanced use of Microsoft Outlook, specifically fee earner diary management and travel arrangements, meeting room bookings, and professional support in fee earner communications with clients.

  • Basic knowledge of adding and editing client and contact details in the Firm’s Client Relationship Management system (CRM).

  • Developing sound working relationships with PAs and administration teams of our key clients.

  • Efficient, friendly and knowledgeable approach in respect of all new work enquiries.

  • Assistance in preparing fee earners for client meetings ensuring relevant files and documents are available.

File opening and closing

  • Proficient use of the Firm’s DNA accounts system used for recording key client and matter information and settings, and accurate completion of business source codes and narrative for all new matters.

  • Ensuring fee earner compliance with all relevant risk management requirements on file opening and closing, including records of conflict checking, anti-money laundering checks, client care letters/terms and conditions, file management checklists and large value retainers.

  • Thorough knowledge of and timely adherence to the Firm’s physical file archiving procedures, including the use of temporary storage of files.

Financial support

  • Being able to understand and interpret financial data in the Firm’s DNA and KPI accounts software.

  • Assisting the fee earners with basic elements of client billing, cheque requests, electronic payment requests, receipts and transfers etc.

  • Assisting the fee earners with the completion of monthly matter management returns to Accounts (as appropriate) and taking proactive role in credit control for the fee earners’ outstanding bills.

  • Being able to enter time manually on behalf of fee earners if required.

Internal administration

  • Assisting in booking fee earners on conferences and courses.

  • Proactively maintaining MFD/departmental stationery supplies and local kitchen supplies.

  • Thorough knowledge of all internal policies and procedures, including booking couriers/taxis and knowledge of outsourcing procedures for copying/printing.

  • Proficient knowledge of the Firm’s HR system (currently Cascade), including where appropriate the ability to make entries on behalf of others.

Person Specification

  • Strong organisational and time management skills to facilitate the efficient prioritisation of tasks whilst working to strict deadlines.

  • Excellent interpersonal and communications skills.

  • Attention to detail, speed and accuracy.

  • Strong literacy and spelling ability.

  • Numeracy and ability to understand financial ledgers.

  • A team player and willingness to contribute to the success of the team/department.

  • To demonstrate integrity, the ability to maintain confidentiality and an honest approach in all endeavours.

  • Proactive and supportive, responding well to challenges and providing excellent client service at all times.

  • Maintaining an interest in and understanding of the basic legal principles and procedures in your relevant work area.

Qualifications & Experience

  • Secondary level education, including Maths and English;

  • Recent legal secretarial experience is essential;

  • Minimum typing speed of 60wpm is essential;

  • Proficient in the use of MS Office: Word, Excel, Powerpoint;

  • Diary management experience; and

  • Experience of using digital dictation is essential.