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LEGAL SECRETARY

Employer
Maze Recruitment Services Limited
Location
UK
Salary
Competitive
Closing date
4 Dec 2021

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Sector
Legal
Contract Type
Permanent
Hours
Full Time
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JOB TITLE: LEGAL SECRETARY - PRIVATE CLIENT

HOURS OF WORK: 9 am - 5.30 pm Monday to Friday (office and home-based)

BENEFITS: 25+stat holidays - Death in Service Pension + Bonus

An exciting opportunity has arisen for our client based in the Manchester City Centre. They are currently looking to recruit for a Private Client Legal Secretary to join their Tax Department. Your role will be to provide high-quality and efficient first-class secretarial support to the Fee Earners with the opportunity to develop into a Paralegal role ultimately.

Primary Duties and Responsibilities for the Private Client Legal Secretary role:

Departmental Administration:
  • Department-specific dictations - completing tasks via dictation or pieces of dictation that requires a contextual understanding of the department or work area
  • Filing physical post - once physical post has been dealt with, placing on paper file or shredding
  • Scanned post to be filed to appropriate matter in P4W once dealt with
  • Coordinate staffing - provide a list of who is attending the office and when the week preceding, ensure cover for holidays is arranged in advance, alert IT to redirects of phone and email
  • Managing clear desk policy - ensuring desks are not breaching GDPR requirements by leaving files/correspondence out and maintaining the work environment.
  • Deal with Tax Admin requests
  • Dealing and liaising with FE's re Will/document requests appropriately
  • Updating appropriately in relation to addresses/deceased clients/DOD
  • Engrossing Trust documents
  • Deal with providing copy Registered LPAs to client
  • Deal with providing copy Wills/LOW etc. to client
  • Will, Deed and Grant of Probate storage - ensure these are dealt with in a timely manner
  • Liaising with Compliance in relation to Letters of Engagement/ML documents
  • Follow up on payments/cheque requested and ensure they are actioned by FE

Telephony:
  • Departmental Hub - the first point of contact for the reception to pass calls into the department and to then pass these to appropriate fee-earner
  • Follow up on messages/transfers - ensuring calls/messages are returned and followed up on, checking for any actions
  • Client engagement - building a rapport with clients to ensure they can triage queries and act as a buffer for fee-earners during busy times and periods of absence.
  • Diary Management
  • Booking appointments - setting up Zoom/Teams/Telephone appointments, ensuring these are kept to, and all prep is delivered ahead of time
  • Liaise with reception - providing booking forms for meeting rooms, clearly outlining what is required
  • Check emails for outstanding actions - follow up on any emails that have been sent in to ensure they are actioned by fee-earner or actioned by support
  • File emails - ensure that emails are correctly filed to appropriate matters in P4W in a timely manner
  • Meeting support - attending meetings as required, producing minutes and diarising actions

Ultimately developing into paralegal duties across the team by:
  • Clerking incoming work to provide initial steps in respect of probate cases
  • Populating and maintaining tax/probate checklists
  • Responsible for probate process tasks and communicating with bank/asset holders
  • Using the Natwest/RBS bereavement portal
  • Creating and maintaining case plans
  • Checking and prepping wills
  • Creating LPAs, marking up for signature and dealing with various related letters - as well as checking signatures/dates are correct
  • Dealing with LPA queries with Office of the Public Guardian
  • Dealing with Deeds of Revocation and Notices re EPAs/LPAs and related letters
  • Interacting with fee earners to identify key dates and schedules
  • Providing financial support to fee earners, including capturing key billing and writing off information. Liaison with Finance team.
  • LegalAd quotes and placements
  • Cancelling of LPAs with Office of the Public Guardian
  • Preparing letters to HMRC/Probate Registry
  • Creating and completing so far as possible IHT papers
  • Completing account closure forms
  • Land Registry searches and applications
  • Land Registry Transfer forms and registration on portal
  • Collating beneficiary details/bank details and confirming
  • Preparing payment slips
  • Managing file compliance including chasing outstanding items
  • Completing Stock Transfer forms
  • Maintaining Deputyship files in line with COP requirement
  • Monitoring response from clients to chase where necessary

Person specification required for the Private Client Legal Secretary role:
  • Legal Secretary experience- private client desirable but not essential, our client would also consider other legal sectors
  • Excellent IT Skills - track changes, table formatting, applying house styles etc.
  • Excellent communication skills both orally and in writing
  • Well presented, appropriate to a professional business environment.

Can commute from Manchester, Stockport, Greater Manchester, Sale, Altrincham, Cheshire, Lancashire, Ashton under Lyne, Stretford, Trafford, Bolton, Salford, Urmston, Hyde, Stalybridge and if you are a Legal Secretary in Residential Conveyancing, Commercial Property, Wills and Probate, Legal/PA, Litigation, Civil Litigation, Legal Assistant with experience in Digital Dictation, BigHand, Document Production we would welcome your
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