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Float Team Legal Secretary

  • Location:

    Cambridgeshire

  • Sector:

    Legal

  • Job type:

    Full-time

  • Salary:

    £20000 - £30000 per annum

  • Contact:

    Adam Timol

  • Contact email:

    atimol@aktonrecruitment.com

  • Job ref:

    AT131_1612878675

  • Published:

    16 days ago

  • Expiry date:

    2021-03-11

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)