Nature of the role:
To provide administrative and technical support in busy family, matrimonial and child care department.
Key responsibilities:
- Being the first point of contact for all clients in person and on the telephone;
- File opening and closing in accordance with the firm’s accounting and client care
- procedures;
- Scanning incoming post and documentation on to the firm’s electronic document
- storage system;
- Time recording on the firm’s electronic accounts system if required;
- To draft, transcribe, word-process, type, and prepare documents as required including letters, forms, standard documents, briefs, bills etc. and prepare same for issue as necessary.
- Preparation of court bundles of supporting documentation;
- Preparing general correspondence in letter and email format;
- To deal with routine matters, correspondence and queries on own initiative.
- Keeping the firm’s electronic document storage system up to date in all matters;
- Liaising with clients, other lawyers; barristers, experts 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;
- To ensure that clients are, to the best of your ability, kept up to date at all times and to resolve any concerns promptly and courteously, reporting them as formal complaints for investigation when relevant.
- To arrange conferences/meetings as requested.
- To enter back-up record of key dates in the firm’s central diary, monitor diary notes and inform of forthcoming events and deadlines as appropriate.
- Conducting Conflict of Interest check against Client Database.
- Monitoring emails in fee earners absence.
- Assisting in the compliance of files with Legal Aid contract criteria.
- Forming part of the reception lunchtime cover rota.
- Archiving of all files for the family departments
- Undertake any other duties that may be necessary and/or appropriate to the role.
Person Specification:
Skills required:
- Efficient and accurate word processing
- The operation of a Law Firm
- Knowledge of Legal Aid (preferable)
- Previous experience of working as a Legal Secretary (desirable)
- Typing skills of more than 60 wpm
- Excellent written and verbal communication skills
- Compassionate and sensitive client care
- Time management 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
- Excellent time-keeping
- Dedicated and committed
- A good sense of humour
