Private Client Legal Secretary

by | Mar 13, 2024

Main purpose:

To provide support as a team and process all visitors to the firm in a helpful, friendly and professional manner.

Main responsibilities:

  • To produce all work allocated in accordance with detailed procedures and quality standards contained in the firm’s Office Manual.
  • Provide support in a professional and friendly manner in keeping with the firm’s standards for client care.
  • Deal wherever possible with routine client enquiries and communications.
  • Ensure good working relationships within the firm and with external institutions and organisations.
  • Maintain clear and precise communications with other personnel of the firm.
  • To prepare correspondence and documents through audio-typing, word processing and case management as appropriate.
  • To administer filing which will include daily filing and the opening, closing, storage and retrieval of client files in accordance with the detailed procedures contained in the Office Manual.
  • To prepare mail and enclosures for despatch.
  • To carry out or arrange for photocopying, faxes and any other relevant administrative activities as required.
  • To make appointments, arrange meetings and to maintain an up-to-date diary.
  • To provide support to reception as required.
  • The provision of telephone support to partners and other staff members as required.
  • To undertake other reasonable duties as may be required from time to time.
  • To undertake any specific training when required to do so and overall to have a responsibility towards self-development.
  • To ensure the confidentiality of all the firm’s and client’s documentation and information.
  • Extended responsibilities.

Person specification

  • Good communicator who works well within the team, sensitive to, and contributing to, its needs.
  • Self starter who manages and prioritises own work appropriately.
  • Flexible to the needs of the organisation.
  • Helpful, friendly and professional manner.
  • High standard of interpersonal and communication skills, and ability to project the image and ethos of the firm at all times.
  • In due course to contribute to the direction of the department and the organisation in a positive way.

Duties:

  • Prepare and draft legal documents, such as pleadings, motions, and briefs.
  • Organise and maintain legal files and documents.
  • Schedule appointments and manage attorney calendars.
  • Coordinate with clients, opposing counsel, and court personnel.
  • Conduct legal research and gather relevant information for cases.
  • Assist attorneys in preparing for trials, hearings, and depositions.
  • Proofread and edit legal documents for accuracy and completeness.
  • File documents with the court and other administrative agencies.
  • Handle incoming and outgoing correspondence.

Skills:

  • Strong organisational skills with the ability to prioritise tasks effectively.
  • Excellent written and verbal communication skills.
  • Proficient in using legal software and case management systems.
  • Knowledge of legal terminology, procedures, and documentation.
  • Attention to detail with a high level of accuracy in work.
  • Ability to work independently as well as part of a team.
  • Strong computer skills, including proficiency in Microsoft Office Suite.

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