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To work as part of a team delivering legal secretarial services to a high standard and often under pressure. To assist our Listings team and Lawyers in running their teams/practices.
To provide general secretarial support to the lawyers including (without limitation):
* To implement and maintain the lawyers’ billing and collections system, including drafting invoice narratives
* Arranging the opening, closing and archiving of accounts and files
* Opening and adding matters onto appropriate system and adding TPP to matters where need
* Maintaining and keeping a record of business-development activities of the lawyers.
* Running conflict searches in relation to new file openings and all know-your-customer (KYC) matters
* Booking meetings and diary management
* Familiarisation and compliance with the Firm's house style
* Redacting, editing, amending and storing of correspondence and documents in the appropriate electronic matter file, including the preparation of "blacklined" documents
* Responding to internal and external telephone enquiries, and ensuring that every call is attended to in a professional and polite manner
* Photocopying and scanning of documents and correspondence
* Booking meetings and diary management
* Maintaining and updating details of client contacts and addresses both within the Lawyers’ personal contact database and the Firm's database, Interaction
* Supporting other members of the secretarial team and work collaboratively with them to complete work to a high standard and meet required deadlines
* Providing cover for other secretaries within the team during times of absence, as required
* To prepare closing bibles and arrange for these to be produced on sharefile (as necessary)
* Creating and typing Court pleadings, legal documents and correspondence
* Indexing and compiling Court bundles in preparation for hearings
* To maintain accurate records and correspondence files in relation to the Lawyers’ client files
* To liaise with clients as appropriate and in accordance with Lawyers’ instructions and firm policies
* To be familiar with, and comply with, Firm policies relevant to the purpose of the job
* To participate in special projects as and when required in relation to the Firm's and the Lawyers’ practice areas
* To carry out any other duties commensurate with the purpose of the job, including the performance of duties outside normal working hours
Education, Skills & Experience
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
Education and/ or Experience
* Essential: A recognised legal secretarial qualification from a recognised university or college and/or minimum of 5 years' proven experience with leading corporate law firm.
* Desirable: An equivalent combination of education and relevant experience.
* Essential: High level of proficiency in Microsoft Office applications, Adobe Acrobat, Aderant Expert, Sharefile, Internet navigation for research purposes
Personal Qualities/skills/abilities
1. The individual will need to demonstrate a high level of effectiveness in each of the following skills and abilities:
* Work independently and as a team member
* Tact and diplomacy to deal with confidential matters
* Communicate clearly and effectively, both verbally and in writing, with people at all levels of understanding. This will include high quality correspondence
* Use and update computerised systems, including the intranet, databases, word processors, and spreadsheets, and genuine interest in developing IT skills
* Participate in continuously improving services through critically evaluating systems of work, promoting new ideas and actively developing service improvements
* Conduct themselves in a courteous, respectful and professional manner at all times
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