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MAIN PURPOSE OF JOB

As a Legal Secretary you will provide secretarial and administrative support to the Solicitors in the office.

SCOPE OF JOB

Responsible with other secretaries for undertaking secretarial and client liaison work on behalf of all fee earners. You will be responsible for keeping vital records up to date and for typing up letters and important documents. You will have additional duties such as answering the telephones, filing, organising diaries and making appointments and preparing Court forms. In addition you will be expected to attend to clients in Reception as and when necessary and/or undertaking postal duties on a rota basis.

KEY RESULTS REQUIRED OF THE JOB

The typing requirements of the fee earners are completed accurately and at the time required (given reasonable notice) and despatched correctly.

Client’s files are traceable and available when required by fee earners.

Clients are satisfied with the way they are dealt with.

MAIN DUTIES AND RESPONSIBILITIES

Duties to client

1. Taking telephone messages from clients for fee earners and relaying them to fee earners promptly.

2. Answering clients’ minor queries regarding the files/matters for example the date of the next hearing.

3. Making appointments for clients on behalf of fee earners (if necessary).

4. Receiving clients and conducting them to fee earners offices (if necessary).

5. Receiving payments made by clients at Reception (if necessary) and relaying any payments received promptly to the Cashier.

General Workload

1. Audio typing with the use of PC word processors.

2. Entering data on database.

3. Filing and maintaining clients’ files in good order so that they are complete and easily traceable.

4. Photocopying.

5. Postal duties on a rota on occasions when the receptionist is on holiday.

Staff Responsibilities

1. Responsible for working with other secretaries as a team to complete work created by fee earners.

2. Undertaking training as required to maintain competence in the role.

3. Discreet maintaining confidentiality in relation to clients at all times.

4. Good at spelling and grammar.

5. Able to meet deadlines.

6. Polite and helpful.

7. Accurate and show good attention to detail.

Financial Activities

1. Receiving payments by clients at Reception.

2. Typing invoices and liaising with Cashier.

3. Requesting cheques from the Cashier.

Office Systems

1. Have knowledge of and comply with all applicable office procedures as defined in the Firm’s Office Manual.

2. Be able to use the following office equipment and to ensure the same are usable at all times i.e. franking machine kept topped up.

· PC (word processing and database)

· Fax machine

· Photocopier

· Franking machine

3. Provide refreshments as required for clients and fee earners.

4. Undertake any other tasks, as reasonably requested by a partner, within the jobholder’s capability and as may be expected in a small organisation where successful running relies on teamwork and adaptability.

SKILLS, KNOWLEDGE AND EXPERIENCE REQUIRED FOR THE ROLE

1. Ability to use computers and Microsoft Office software

2. Ability to use photocopier, fax machine and scanner

3. Ability to audio type to dictation

4. Experience in time recording

Job Type: Full-time

Salary: £19,000.00-£20,000.00 per year

Benefits:

• On-site parking

Schedule:

• 8 hour shift

Work Location: In person