Legal Secretary

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To work as part of a team delivering legal secretarial services to a high standard and often under pressure. To assist our Listings team and Lawyers in running their teams/practices.

To provide general secretarial support to the lawyers including (without limitation):

• To implement and maintain the lawyers' billing and collections system, including drafting invoice narratives
• Arranging the opening, closing and archiving of accounts and files
• Opening and adding matters onto appropriate system and adding TPP to matters where need
• Maintaining and keeping a record of business-development activities of the lawyers.
• Running conflict searches in relation to new file openings and all know-your-customer (KYC) matters
• Booking meetings and diary management
• Familiarisation and compliance with the Firm's house style
• Redacting, editing, amending and storing of correspondence and documents in the appropriate electronic matter file, including the preparation of "blacklined" documents
• Responding to internal and external telephone enquiries, and ensuring that every call is attended to in a professional and polite manner
• Photocopying and scanning of documents and correspondence
• Booking meetings and diary management
• Maintaining and updating details of client contacts and addresses both within the Lawyers' personal contact database and the Firm's database, Interaction
• Supporting other members of the secretarial team and work collaboratively with them to complete work to a high standard and meet required deadlines
• Providing cover for other secretaries within the team during times of absence, as required
• To prepare closing bibles and arrange for these to be produced on sharefile (as necessary)
• Creating and typing Court pleadings, legal documents and correspondence
• Indexing and compiling Court bundles in preparation for hearings
• To maintain accurate records and correspondence files in relation to the Lawyers' client files
• To liaise with clients as appropriate and in accordance with Lawyers' instructions and firm policies
• To be familiar with, and comply with, Firm policies relevant to the purpose of the job
• To participate in special projects as and when required in relation to the Firm's and the Lawyers' practice areas
• To carry out any other duties commensurate with the purpose of the job, including the performance of duties outside normal working hours

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Education and/ or Experience

• Essential: A recognised legal secretarial qualification from a recognised university or college and/or minimum of 5 years' proven experience with leading corporate law firm.
• Desirable: An equivalent combination of education and relevant experience.
• Essential: High level of proficiency in Microsoft Office applications, Adobe Acrobat, Aderant Expert, Sharefile, Internet navigation for research purposes

Personal Qualities/skills/abilities

• The individual will need to demonstrate a high level of effectiveness in each of the following skills and abilities:
  • Work independently and as a team member
  • Tact and diplomacy to deal with confidential matters
  • Communicate clearly and effectively, both verbally and in writing, with people at all levels of understanding. This will include high quality correspondence
  • Use and update computerised systems, including the intranet, databases, word processors, and spreadsheets, and genuine interest in developing IT skills
  • Participate in continuously improving services through critically evaluating systems of work, promoting new ideas and actively developing service improvements
  • Conduct themselves in a courteous, respectful and professional manner at all times
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