Legal Secretary

Mills & Reeve
12 Jan 2018
13 Feb 2018
Contract Type
Full Time

What does the role involve?

You will provide an outstanding secretarial service to fee earners in our Corporate and Commercial National Service Line ("NSL") utilising the technology and support functions to their best effect and working within the firm’s core values. This is a part time role working Monday to Wednesday from 9:00am to 5:00pm. The role is covering a twelve month period of maternity leave.

Who will I be working with?

You will be working within our Norwich Corporate & Commercial NSL lead by Kevin Lowe and you will be reporting to the Legal Support Team Leader.

Main duties and responsibilities

Client service

o Manage incoming correspondence, emails, telephone calls and filing.

o Answer telephone calls in line with the firm’s policy.

o As appropriate, meet clients when they come to the office, for example to collect or leave documents for the fee earners.

o Use plain English in all communications and ensure information is presented in a clear, logical and structured way.

o Consider situations and use the appropriate form of communication, for example emails, letters, telephone calls or face to face conversations.

o When appropriate, make file notes of meetings or telephone calls.

o Investigate problems to produce a satisfactory solution for the client.

o Make recommendations for continuous improvement of client experiences and processes.

Business, team and practice knowledge

o Complete and submit any relevant standard searches.

o Complete and file any relevant official forms.

o Compile legal documents if appropriate.

o Compile document bundles as and when used in your practice area and ensure that they are professionally presented and fit for purpose.

o Understand and follow the legal processes involved in your team’s area of law.

o Read firm communications and support new initiatives.

o Work within and adhere to all of the firm’s policies and procedures eg absence reporting, holiday booking.

o Comply with the firm’s Anti-Money Laundering procedures.

o Comply with the firm’s Records Management procedures.

Team working

o Actively help others and seek assistance when required.

o Cover the planned and unplanned absences of legal secretaries in your team.

o Be aware of others’ workloads and priorities in the team.

o Be proactive and think ahead of fee earners’ needs to free them up from administration tasks.

o Assist fee earners to ensure matters are regularly billed and paid on time.

o Prepare bill narratives/breakdowns as necessary.

o Actively supporting team business development and marketing initiatives.

o Draft letters and emails.

Planning and organisation

o Take responsibility for your work and speak to relevant people about actual and pending workload if problems arise.

o Identify work that can be delegated to secretarial assistants, audio typists and filing clerks and liaise with your line manager accordingly.

o Effectively liaise with other support functions when appropriate, for example copying to the facilities team and arranging couriers with reception.

o Plan and prioritise work through the use of a diary or 'to-do’ list.

o Prioritise digis taking into account your colleagues' workloads.

o Request work when capacity allows.

o Manage your fee earner’s diary including all ancillary arrangements.

o Ensure that things are where they should be, when they should be and in the right order.

o If you undertake chargeable work ensure you time record appropriately.

o Notify the appropriate person if you are unable to attend a meeting or training and rearrange as necessary.

Personal development

o See the personal development opportunities in relocating to cover for holidays, sickness and restructuring.

o Identify and offer to take on additional responsibilities.

o Work with your team/group peers and continuously develop effective ways of working within the business.

o Where relevant, provide coaching support to develop the skills of others.

o Actively engage in M&R life, social activities, community groups and initiatives:

o Fire Warden

o First Aider

o M & R Charity Giving Committee volunteer (MAD)

o VENUS site manager or page owner

o Sports & Social Committee member or attend activities and events

IT and typing skills

o Accurately produce documents, letters, memos, attendance notes and emails.

o Proof read all typed communications to ensure they are appropriately presented and that spelling and grammar have been checked.

o Comply with house style.

o Amend marked up documents.

o Ensure contact details of all existing clients, new clients, potential clients, meetings and marketing activities are accurately recorded and maintained on the firm’s database systems.

o Be competent in each of the firm’s systems including:

o Microsoft software packages

o InterAction

o BigHand - digital dictation system

o Global Expense - firm expense reclaim system

o Cisco - telephone system

o Copitrak - copy and scanning system

o Rekoop - time recording system

o Reprographic equipment.

o Any bespoke packages as required.

o Troubleshoot equipment when required.