Job description – Legal Secretary/Legal assistant
Family and conveyancing
Administration / Secretarial work
Scanning all post, identification and other documents received by the firm and saving to the client management system
Open new matters on client management system to include collecting and recording identification documentation and initial payments, inputting all relevant information onto the electronic file, production of initial documentation and correspondence.
Inputting information from documents onto client management system
Print and collate enclosures for all outgoing post and ensuring checked and signed by caseworker
Drafting and emailing correspondence, upon instruction and under supervision of caseworker.
Proof reading and correcting obvious grammatical and spelling errors on letters and documents prepared by caseworkers
Checking postage requirements using the weigh scales before taking post to the Post Office/post box
Visiting post office to deposit cash and cheques
Take payments by credit/debit card, cash and cheque
Buy basic office supplies (using funds from petty cash) when required such tea, coffee, milk and stationery
Managing paper and electronic files to ensure they are accessible and at all up-to-date documentation correspondence is available to the caseworker.
Preparing routine documentation and correspondence under direction and supervision of caseworker
To ensure that confidential information is not passed on to third parties without permission from the caseworker
To handle information in a manner consistent with the firm’s policies relating to data protection and information security
To provide general administrative support to colleagues where directed by the caseworker
Occasionally delivering documents locally, such as bundles to court
Handling inbound and outbound telephone calls
To ensure that calls are answered promptly (preferably within 5 rings) and professionally
To deal with enquiries effectively in the absence of the fee earner
To take accurate messages and pass them on to the correct recipient in a timely manner
To promptly direct callers to the appropriate member of staff if they are not the intended recipient, transferring calls internally or externally when required.
Contacting potential and existing clients to make appointments and managing electronic diaries.
Chasing payments from clients by telephone
Contacting potential or existing clients to give or collect information, under direction of caseworker
Greeting visitors
Acting as first point of contact for enquiries, providing excellent customer service to existing, new and potential clients.
To greet visitors efficiently, and in a positive, professional and friendly manner
Welcoming clients so as to make them feel welcome, making drinks, collecting documents, dealing with routine enquiries.
Communicating with existing and potential clients.
Projecting a positive and professional image to visitors to the office, including personal presentation
Experience and knowledge required
Ability to manage multiple tasks at once.
Strong team building and customer service skills.
Commitment to providing a high level of client service.
Strong IT skills with the ability to become familiar with new systems quickly.
Ability to demonstrate working in a busy environment.
Good communication skills.
Working knowledge of Microsoft Office including Word, Excel and Outlook.
Good organisational and time management skills.
High attention to detail and accuracy.
Previous legal experience working within a legal environment is an advantage
Previous knowledge conveyancing and family law is an advantage.
Team working
Ability and willingness to work as part of a team is essential.
Although you will be working within the family and conveyancing departments, there will be occasions when you will be required to support the private client department also, for example during holidays and sickness.
Maintain good working relationships with colleagues
Health and Safety awareness
Monitor visitor access and maintain security awareness, following appropriate policies and procedures
Ensure that their working environment is safe and clean and to eliminate potential slip and trip hazards
Report any potential safety hazards to manager (Ann McCabe)
Benefits:
Salary commensurate with experience.
The equivalent of five weeks holiday if employed full-time (25 days per annum) or four weeks holiday if part-time plus bank holidays, Christmas eve (if not a bank holiday) and an extra day on or around your birthday.
Flexible working opportunities.
Pension scheme (Legal and General)
Optional salary sacrifice scheme
Free eye test once every 12 months and £50 contribution to prescription glasses if required.