Our client is a highly successful law firm with major strengths in corporate & commercial, property, dispute resolution and private client services. They also have specialist teams serving sectors such as the lending industry, land development and transport, and have a strong reputation in health & safety law. The firm is pushing the Top 100 law firms in the UK with ambitious plans for growth and a reputation for doing things differently. With a strong culture of teamwork and a relentless focus on quality, they foster a strong believe that everyone counts.
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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.
Typing and document production.
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
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.
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.
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.
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.
Frees up Fee Earner time to focus on legal work.
Communicates effectively with everyone in the team and with clients.
Pre-empts problems or provides quick and effective solutions.
Fee Earners feel fully supported in terms of administrative and word processing need due to excellent organisational skills of the Legal Secretary.
Work is completed accurately and on time.
Flexibility, dependability and co-operation are demonstrable.
Receives no justifiable complaints from clients, fee earners or colleagues.
Receives praise from clients, fee earners or colleagues
Legal Secretaries and Fee Earners can provide examples of successfully using own initiative.