My client is looking to hire a Float Team Legal Secretary for their busy office in Peterborough.
Primary responsibilities of Float Team Legal Secretary:
- to provide the Business Support Team with typing, secretarial and administrative support, seconded to any department within any office identified as requiring specific secretarial support;
- to assist fee earners in the department in all aspects of their work;
- to assist with digital dictation and administrative support across the firm in line with the Company's workflow ethic.
Day to day responsibilities of Float Team Legal Secretary:
- Transcribe and prepare all correspondence and documents through audio-typing and word processing, using Company precedents where possible;
- Confidently draft simple memos, emails and letters;
- Operate case management system including storing documents electronically - organising and attaching to relevant matters;
- create new clients on the case management system;
- Complete new client Anti-Money Laundering Checks
- Familiarity with all relevant computer packages including, but not limited to: PDF Docs, document conversion and tracked changes;
- Deal with administrative routines as required to include scanning, faxing, printing and photocopying, both in specific allocated departments and the Business Support Team;
- Be involved in the efficient management of client/matter files to include general filing in a timely and accurate manner together with file opening, preparation of client care letters and terms and conditions, file closure and archiving;
- Understand how to use the strong room and Filetrack confidently, including searching for and retrieving documents and procedures for sending out original documents, producing deed schedules,storing deeds, wills, LPAs etc;
- Dealing with queries from clients/companies regarding location of deeds etc
- Manage incoming and outgoing mail in all mediums ie post, DX, emails and fax transmissions;
- Make appointments, arrange meetings and maintain manager/fee earners diary as required including providing refreshments if necessary;
- Monitoring compliance and Lexcel requirements;
- Attend clients both in person and on the telephone and to provide such support in a professional and friendly manner in keeping with the Company's standards for client care;
- Be flexible as a member of the wider support team and assist with work as required, co-operating with peers and others, ensuring a co-operative team environment;
- Work within relevant administrative systems and procedures, particularly in the management of finances, recording time, preparation of bills and correspondence;
- Ensure the confidentiality of all the company's and clients' information;
- Appreciation of legal procedures and Company protocols;
- Undertake any specific training when required to do so to include attendance at all internal sessions, and have overall responsibility towards self-development;
- Understand the incoming post procedure
- Any other reasonable requests from Fee Earners and/or Managers;
- Assist the Operations Director with routine and ad hoc tasks/projects;
- Collecting and returning work as required by specific departments;
- To assist the Operations team when cover is required, to include (but not limited to) operating switchboard, handling outgoing post, hospitality and file archiving
- Additional duties include, but are not limited to, document binding, document bundling, CD and USB production, completing file opening and anti-money laundering checks, deed scheduling, storing and retrieving documents from the strong room.
- Skills/experience should include:
- Experience as a secretary, including the use of a digital dictation tool;
- Computer literacy, with strong working knowledge of Microsoft Office and the willingness to undertake training, if necessary, to achieve Expert level word accreditation;
- A typing speed of at least 65 wpm/90% accuracy;
- Excellent attention to detail, including spelling and punctuation;
- An ability to communicate effectively at all levels, to remain calm and respond well in pressurised situations;
- An ability to organise own work effectively and plan well to meet required deadlines;
- Evidence of a problem solving, 'can-do' attitude and the ability to work effectively in a team environment experience of working in a professional organisation with the ability to demonstrate a basic knowledge of fee-earners' work;
- A commitment to ongoing professional development;
- Switchboard experience (desired but training will be given)
