Legal Secretary

Alexander Mae Recruitment
Bristol, UK
02 Aug 2019
06 Sep 2019
Contract Type
Full Time
The Company:

Our client is an award-winning, full service, commercial law firm and they are rapidly developing a national reputation for its innovative approach to delivering legal services. They operate in the financial services, leisure, retail & consumer goods, technology & media, renewables, housing and public sectors. Their specialisms are real estate, banking and finance, commercial, corporate, employment, dispute resolution and litigation.

The Job:
Our clients Corporate team is a national practice which has grown rapidly to be one of the largest corporate practices in the South West and Wales and now operates nationally out of the firm's offices in London, Manchester, Glasgow and Belfast as well as the head office in Bristol.

The Corporate team currently comprises of sixteen partners, twenty-seven fee earners and seven corporate secretaries with recruitment continuing in all offices. The team has a reputation for being driven and responsive, prioritising excellent client communication and care, supporting clients and each other on complex, high-value transactions to tight timescales in a calm, clear and professional manner - with good humour.

Key responsibilities;

Reporting to one of the eight Partners in the Corporate Team based in the Bristol office, supporting a number of fee earners in that office and also across the team and prioritising workload and managing time accordingly.

Assisting the Partner to whom you report on a daily basis, including calendar, meeting, call and email management and travel management, internally and with clients, as well as general admin support.

Providing daily admin and document support to other allocated members of the team as part of the team secretarial allocation. All secretaries work collaboratively to provide mutual support, in addition to the allocation of designated fee earners. Flexibility in terms of hours may be required from time to time, especially supporting transactions at peak periods.
Creating/amending complex agreements and documents for corporate transactions (some being in excess of 100 pages), often to a tight timescale and including manuscript and locally saved comments from a number of fee earners.
Ability to housestyle documents as well as formatting documents.
Creating PowerPoint presentations and ability to merge a number of slides from different fee earners into one presentation document.
Creating/amending Excel spreadsheets, which includes inputting financial information, formulas, bank details and updating monthly matter reports for specific clients.

Ability to use Laserforms, CompareDocs and pdfDocs.

Filing, electronic filing and general admin duties such as copy typing, audio typing, photocopying and scanning.

Supporting other team members in Corporate on a daily basis and also the wider Commercial Services Group (CSG) as and when required.

Managing several fee earners calendars, appointments and making arrangements for meetings, including liaising with procurement team to make travel and accommodation arrangements, booking meeting rooms, parking and co-ordinating and communicating meeting details with clients and fee earners.

Dealing with clients by phone, taking detailed messages, directing calls to others and managing general calls. You will be required to pick up any ringing phones within the team and provide phone cover on a rotation basis during lunch hours.
Assisting with management of inbox emails i.e. redirecting as appropriate during absences, saving and e-filing within software package.
Updating and maintaining contact information for clients on Interaction CRM software.

Updating Critical Dates Diary on a rotation basis, Statutory Books Register and Deeds Index.

Ability to deal with large quantities of invoices each month end from a number of fee earners, including complicated invoicing where a large number of fee earners have worked on a matter from across the firm, involving the ability to split time and apportion time specifically to each fee earner, carrying forward some time and writing off time. A strong knowledge of SOS Connect billing is essential, as are strong numeracy skills.

Frequent use of SOS Connect is also required to produce and re-format billed time, unbilled time and ledger breakdowns, third party invoices, crediting and reissuing invoices as instructions change and arrange high value transfers by TT and BACS from client account to clients, often preparing Excel spreadsheets to calculate proceeds payable to multiple parties.

Ability to reconcile expenses.

Ability to prepare transaction and data room bibles and transfer to CDs.

From time to time, you may be required to set up data rooms, upload documents and prepare indexes as well as prepare first draft ancillary documents, post completion documents or correspondence under instruction from the relevant fee earner to include standard letters to client, third parties and agents and first draft engagement letters.

From time to time, you may be required to update statutory books and complete Companies House filings post completion under instruction from the relevant fee earner.

Ability to deal with client due diligence to comply with Anti-Money Laundering regulations.

Support the Secretarial Team Leader during secretarial absence.

Given the nature of transactions an individual who is prepared to be flexible in their hours and travel arrangements by occasionally working late would be preferred.

Ability to prioritise workload under pressure.

The Person:

Previous Legal Secretarial experience is essential for this role....

Strong IT systems skills are essential, including strong Word, Excel and PowerPoint skills.

Experience of Outlook for Emails and Diary Management.

Excellent communication skills with a good, confident, telephone manner and client care expertise are essential.

Accuracy, sound organisational skills and attention to detail are required.•Ability to be flexible managing tasks and variable workload on a daily basis is also essential.

The Benefits: Contributory Pension, Group Life, Private Medical Insurance, 25 days holiday & flexible benefits

The Location: Central Bristol, no car parking.

The Salary: £22k - £25k depending on background and experience.

Similar jobs

Similar jobs