Private Client Legal Secretary

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.