Job Description:
Nature of the role:
To provide high level secretarial and administrative support to fee earners in busy private client department.
- Key responsibilities:
Fast and accurate audio and copy typing; - Preparing and drafting general correspondence in letter and email format;
- Being the first point of contact for all clients in person and on the telephone;
- Liaising with clients, and third parties etc. on a day to day basis to deal with straightforward non-technical queries and to take clear messages as appropriate where the fee earner’s involvement may be required and recording in writing on files details of all contact;
- Diary management (including arranging meetings etc.);
- Email management (taking action where appropriate);
- Drafting bills and printing billing guides, monitoring payment of the same;
- Time recording on the firm’s electronic accounts system if required;
- File opening / closing and archiving in accordance with the firm’s accounting and client care procedures;
- General office duties such as filing, photocopying and scanning;
- Keeping the firm’s electronic document storage system up to date in all matters;
- Attending clients for Will signings in fee earners absence;
- Storing all original documents in accordance with the firm’s procedures and updating Wills, LPA and Deed databases as appropriate;
- Undertake any other duties that may be necessary and/or appropriate to the role;
- Forming part of the reception lunchtime cover rota;
- Assisting with other departments as the need arises.
Person Specification:
Experience required:
Previous experience of legal secretarial work particularly in a private client department would be an advantage. Specific knowledge of Probate procedures very desirable.
Skills required:
- Efficient and accurate word processing
- Excellent written and verbal communication skills
- The ability to work independently
- The ability to work under pressure and to cope with a varied and often fast moving office environment
- To present a smart and professional appearance and manner
- Excellent IT skills including Windows 10, Microsoft Office 365 including Word, Excel, Outlook
Personal qualities required:
- Excellent telephone manner and interpersonal skills
- A helpful, friendly and patient approach
- A good sense of humour
- Dedicated and committed
- Excellent time-keeping
