Job summary
To assist the Head of Private Family by providing full generic secretarial support along with an efficient and effective service for clients. In addition, to provide a high level of support in relation to partnership work as well as client matters. This will include but will not be limited to the main responsibilities given below.
Main duties and requirements
Client contact on telephone and in person dealing with straight forward queries such as progress updates for clients and taking messages for fee earners.
Telephone contact with third parties such as Barristers.
Assisting in managing the fee earners’ diaries and making appointments for both new and existing clients.
Completion of accurate conflict checks and advising clients on the necessary paperwork that they must supply in relation to Money Laundering and Proof of income.
Open new client files.
Accurate audio typing, copy transcriptions and document formatting.
To ensure that files are properly maintained in both paper and software systems.
Assist fee earners by attending with clients to check through their personal statements and obtaining their signature.
Assist in the preparation of Briefs for Counsel.
Assist in the preparation and updating of Trial Bundles including indexes.
Assist in drafting documents, i.e. divorce applications, financial statements, injunctions, Applications for child arrangements.
Assist in dealing with incoming post during fee earners’ annual leave.
Undertake any specific training when required by the Firm and to have overall responsibility towards self-development.
Ensure the confidentiality of all the Firm’s and the Firm’s clients’ information and documentation.
To contribute as a team member and provide sickness and other absence cover for other members of the team when required.
To contribute as a team member in the continual review of efficiencies within the department.
To contribute to the Firm’s overall business objectives by offering support to other departments when appropriate and when agreed with his/her fee earner(s).
On occasion work such hours outside normal hours of employment as the Firm considers necessary to meet the needs of the business.
Preferred skills and experience
Experience of working in a legal environment along with relevant departmental experience is desirable.
Fast and accurate audio and copy typing skills, including digital dictation and integrated legal software systems.
Experience of Microsoft Office Suite, including Word and Excel.
Excellent English grammar/spelling; familiarity with legal terminology and numerical skills.
Excellent communication and interpersonal skills, including experience in dealing with a range of clients via telephone and face-to-face.
Discretion and confidentiality is essential.
Ability to organise and prioritise your workload to the required standard and within the required timescales.
Ability to work effectively within a team as well as independently.
Ability to work under pressure as and when required; this may involve some flexibility in working hours and occasional overtime where deadlines need to be met.
Proactive and able to use own initiative within guidelines as set by the Partners and fee earners.
Remain up-to-date with changes in the law.
Person specification
Self-motivation: energy; positivity; can-do attitude.
Flexibility.
Confidentiality and discretion.
Proactive; willing to use initiative.
Able to work well independently as well as part of a team.
