Legal Secretary COCO
Salary: £Neg | Location: Eastleigh,Hampshire, UK | Posted: 04/09/2019
JOB ROLE TITLE: Legal Secretary
JOB PURPOSE: To provide Fee Earners with the high level administrative support they need to provide seamless legal services to clients and help them maximise the amount of time they are able to spend on fee-earning tasks. To assist their allocated Fee Earners by providing proactive administrative and typing document support.To act as workflow manager for other support services such as Document Production, Floor Support and Facilities in respect of the team’s work and delegate work to them as appropriate. May carry out routine Fee Earner tasks under supervision depending upon capability and training. To include delegating and supervising the completion of document production, file management and copying/scanning work. To take an active interest in and obtain a thorough understanding of all aspects of client requirement to provide exceptional service levels to both the Fee Earners and clients.
KEY ACCOUNTABILITIES: Administrative Manage diaries, ensuring they are up to date and remind Fee Earners of meetings, etc., on a daily basis. Arrange meetings, book conference rooms, refreshments, check rooms prior to meetings, etc., and liaise with other attendees, both internal and external. Organise travel arrangements, book and confirm reservations and deal with related details. Arrange, or, where not appropriate, conduct photocopying, printing, organising couriers, sending out letters, faxes, etc. Arrange for files to be opened and closed; ensure that general filing requirements and record keeping requirements are met. Use effective systems to ensure that both short and long term tasks are completed within required timescales. Support Fee Earners in marketing activities, including involvement in preparation of tenders and presentations. Produce and mail out client invoices. Typing and document production. Communication Take internal and external telephone queries, responding as appropriate, and/or ensuring that all messages are passed on in a timely manner. Monitor post and/or e-mails and dealing with as appropriate and ensure that all client related correspondence is passed on to an appropriate Fee Earner, if the relevant person is out of the office. Liaise with business support departments on behalf of the Fee Earners as required. Liaise with the office’s Team Leader over any planned absences, arranging cover as necessary and communicating this to the relevant Fee Earners well in advance. Client Relationship Management Become an active part in the care of clients and be wholly familiar with contacts/clients. Enter, maintain and update client details and relevant information on the firm’s contacts system. Deal with basic client queries and general administration. Arrange client meetings. Document Production Type correspondence and e-mails. Produce and maintain Excel spreadsheets as required. Double check correspondence, attachments, documents, reports, presentations, faxes, etc., produced by the Document Production team before they are passed on to the relevant Fee Earner and undertake basic/minor amendments where appropriate. Document Production will check their output but some Fee Earners may require you to check. Financial Assist Fee Earners in the billing and credit control process by liaising with the Fee Earner and accounts and to produce standard financial/time reports and invoices through the system. Request cheques, bank transfers and paying in money received, as appropriate. Other Duties/Responsibilities In addition to providing support to the Fee Earner(s) to whom they report, a Legal Secretary will also provide assistance to their immediate colleagues in the department, and, where practical, other departments. Team duties will therefore include:- Assisting others in the department whenever there is spare capacity or it is evident that a colleague needs assistance with their workload. Picking up telephone calls for other members of the department when they are away from their desk. Participating in a lunchtime telephone rota within the Legal Secretary team. Assisting other members of the department, both proactively and at the request of the Line Manager. Working effectively with other legal and support departments as required. Any other duties as reasonably required by the Fee Earners or Team Leader, or a person of an appropriate seniority.
SKILLS/KNOWLEDGE/QUALIFICATIONS/EXPERIENCE REQUIRED: A Legal Secretary has the responsibility to ensure that their skill set is up to date, and they are familiar with the firm’s departments, key personnel, clients, internal systems and procedures. This will ensure that the Legal Secretary is able to carry out his or her role effectively and, where appropriate, should discuss any training requirements with the Line Manager for their office. Excellent telephone manner and competent knowledge of telephone system. Excellent communication, organisational and team skills. Excellent attention to detail Flexible and dependable, able to take the initiative. Ale to remain calm under pressure and work to tight deadlines. Conscientious, approachable and enthusiastic. Able to quickly build confidence, respect and trust with others Have a positive approach to daily tasks and have a solutions focussed working method Accurate typing speed of at least 60 words per minute. Knowledge of Microsoft Office Package.
HOURS: Standard working hours will be 0900 hours to 1700 hours but with flexibility to arrive earlier and stay later when the job or business requires.