My client in Plymouth is looking for a legal assistant to join their busy team.
Key Tasks: The position requires a high degree of self-management and initiative, and includes, but will not be limited to, the main responsibilities given below:
- Open and progress all new clients and matters through SOS Connect ensuring that all client care and risk management procedures are followed, and that a complete record of the matter is saved to the client matter.
- Prepare correspondence and documents following fee earner instructions.
- To check work, including correspondence and emails, for spelling, typographical and gramatical errors, ensure that all enclosures are included with correspondence and ensure that all documents going out comply with the practice's standards of care.
- Administer filing which will include daily filing and the opening, closing, storage and retrieval of client files in accordance with the detailed procedures contained in the office manual.
- Prepare mail/email and enclosures for dispatch.
- Ensure that all details required on the practice's databases, particularly those within SOS Connect, are accurately completed in full and that such entries are updated as and when appropriate.
- Scan incoming mail and save to appropriate file in SOS and distribute to fee earner. Scan file for closure at end of matter.
- To monitor the department diary and synchronise with fee earner's diary and make appointments as necessary.
- Be responsible for liaising with members of your department in regard to holiday arrangements to ensure that holidays do not overlap and key personnel are not off at the same time.
- Provide support to other assistants and secretaries as required, and provide guidance to junior and temporary secretaries when required to do so.
- Attend clients both in person and on the telephone and to provide such support in a professional and friendly manner in keeping with the practice's standards for client care.
- Take responsibility for ensuring calls to your Department – and other Departments where applicable - are answered promptly, with messages taken accurately and calls returned promptly.
- Assist in the operation of the file review system to ensure that each month the fee earner reviews the requisite number of files.
- Maintain and regularly update SOS Connect Contacts with full contact details for important contacts, e.g. other solicitors, agents, experts and clients.
- Make efficient use of IT facilities at your disposal including the use of SOS Connect and the internet.
- Ensure that posting slips and other financial documents are accurately prepared and submitted promptly.
- Prepare draft bills through SOS Connect for submission to and authorisation by fee earner.
- Be prepared to work in other department and other offices as directed by your Head of Department or the Practice Manager.
- If relevant, ensure any legal research resources are kept up to date.
- Book travel and hotels for staff and clients when required.
- Assist in arranging marketing trips and events.
- Attend marketing events from time to time as appropriate.
- Prepare the conference room for meetings as necessary and ensure that it is cleared and tidy at the end of the meeting.
- Provide refreshments when required.
- Undertake any specific training when required to do so and to take responsibility for your own self-development.
- Ensure the confidentiality of all the practice's and clients' documentation and information