Role details

Legal Secretary

South West London   •   £28,000 - £31,000   •  Permanent

Bullet points

  • Charity and Social Business
  • Private Practice Law Firm in London

About Our Client

A law firm based in South West London is looking for a Legal Secretary

Job Description

Legal Secretary:

Document production

To be able to produce reports, documents and other correspondence accurately, concisely, clearly, in a timely manner and consistent with Firm's house style.

  • Proficient in the use of Microsoft Office tools, specifically Microsoft Word (advanced), Microsoft Excel (intermediate) and PowerPoint (basic).
  • A minimum typing speed of 60 wpm using the Firm's BigHand digital dictation software and equipment.
  • Ability to proof read and check all outgoing correspondence.
  • Proficient in the use of available Multi-Function Devices (MFD's) and/or copiers for the purpose of copying, scanning, printing and finishing.

Record keeping

To ensure that files (both physical and electronic) are efficiently, accurately and regularly maintained.

  • Proficiency in the use of the Firm's Email Management software (or any subsequent document management system that may be introduced) to file and maintain all emails in appropriate client directories.
  • A thorough knowledge of and timely adherence to the Firm's physical file maintenance procedures.

Client relationships

To provide excellent support to fee earners in their development of relationships with clients by being able to draft friendly and enthusiastic communications with clients and to maintain accurate client contact details.

  • Answering telephones promptly in a professional, cheerful and helpful manner at all times
  • Advanced use of Microsoft Outlook, specifically fee earner diary management and travel arrangements, meeting room and car parking bookings, and professional support in fee earner communications with clients.
  • Basic knowledge of adding and editing client and contact details in the Firm's Client Relationship Management system (CRM).
  • Proactive and knowledgeable approach in respect of all new work enquiries.
  • Assistance in preparing fee earners for client meetings through availability of relevant files and documents.

File opening and closing

To be responsible for the accurate and complete setting-up, administration and closing of client files.

  • Proficient use of the Firm's DNA accounts system used for recording key client and matter information and settings.
  • Accurate completion of business source codes and narrative for all new matters created using DNA.
  • Ensuring fee earner compliance with all relevant risk management requirements on file opening and closing, including records of conflict checking, anti-money laundering checks, client care letters/terms and conditions, file management checklists and large value retainers.
  • Thorough knowledge of and timely adherence to the Firm's physical file archiving procedures, including the use of temporary storage of files.

Financial support

To assist the fee earner(s) in the effective financial management of client matters.

  • Being able to understand and interpret financial data in the Firm's DNA and KPI accounts software.
  • Assisting the fee earner with basic elements of client billing.
  • Assisting the fee earner with completion of basic documentation, such as cheque requests, electronic payment requests, receipts and transfers and expenses reclaims.
  • Taking a proactive role in credit control for the fee earner's outstanding bills.
  • Being able to enter time manually on behalf of a fee earner if required.

Internal administration

To support the fee earner(s) through the efficient operation of all the Firm's administrative procedures and policies.

  • Assisting in booking fee earners on conferences and courses.
  • Proactively maintaining MFD/departmental stationery supplies and local kitchen supplies.
  • Thorough knowledge of all internal policies and procedures, including booking couriers/taxis, booking external/float temps and knowledge of outsourcing procedures for copying/printing.

The Successful Applicant

  • Strong organisational and time management skills to facilitate the efficient administration of multiple documents, whilst working to strict deadlines.
  • Excellent interpersonal and communications skills.
  • Attention to detail, speed and accuracy.
  • Strong literacy and spelling ability.
  • Numeracy and ability to understand financial ledgers.
  • A team player and willingness to contribute to the success of the team/department.
  • To demonstrate integrity and confidentiality and an honest approach in all endeavours.
  • Proactive and supportive, responding well to challenges and providing excellent client service at all times.
  • Commercial awareness

What's on Offer

Experience in the following is desirable but not essential. Full training will be provided.

Legal Secretary:

  • Undertaking company searches.
  • Undertaking searches of the Charity Commission website.
  • Filing applications for trademarks.
  • Filing applications with the Charity Commission for charitable status.
  • Undertaking property searches at the Land Registry.
  • Filing annual returns with the Charity Commission and/or Companies House and formation of companies limited by guarantee online.

Apply for this job

Click the Apply or LinkedIn button below or contact Chetna Punj quoting job reference 13710390
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