Our Client a top 200 law firm with Modern offices in Southampton, they have an exciting opportunity for an experienced Senior Secretary to join their Corporate team. You will be working within a supportive environment and support a Partner and solicitor. You will experience a wide ranging and diverse workload. This firm offers Hybrid working and free parking. This would suit an experienced Secretary looking to move into a law firm
Core duties will include:
- To administer files to include liaising with client to obtain details to open electronic files on the firms case management system, completing relevant forms to write off WIP / close files and liaising with archivist for storage and retrieval in accordance with the firm's management procedures
- To ensure physical (where applicable) and electronic files are maintained accurately and any paper filing is scanned onto the file in line with the firms paperless policy
- To draft key client documents such as client care letters, adviser's certificates and other correspondence requested by Lawyer/s. Depending on DPC capacity and where appropriate, this may include digital dictation of correspondence and documents.
- To request ID documentation from clients in order to run ID checks via Smart Search and to demonstrate compliance with all other Anti-Money Laundering requirements.
- To run compares on documentation as requested by Lawyer
- To liaise with clients , Lawyer/s, third parties daily to fix telephone/Teams appointments, arrange office meetings, book rooms for clients and colleagues as requested, organising refreshments, arranging parking bays, as necessary. Daily diary management for themselves and inputting important key dates and diarising when to chase for things
- To answer telephone calls for the team and covering telephones to include calling third parties and clients as required by the team. Able to deal with and respond to some correspondence in the absence of Lawyer on annual leave and arrange for another Lawyer to assist where urgent.
- Accurately record and update information and data in the case management system provided by Lawyer/s
- Assist Fee Earners in the billing and credit control process by liaising with the Fee Earner and accounts and to produce standard financial/time reports and invoices through the system
- Produce and mail out client invoices and to liaise with credit control to send reminders where necessary
- To liaise with Lawyer/s to request WIP transfers, liaise with clients to request funds on account of costs, to follow up with our accounts team to confirm funds received and to complete the relevant forms to return money held in client account when file ready for closure and as appropriate
- Plan, book and expense travel for Lawyer/s when required
- To book Lawyer/s onto firm/external training webinars as requested and liaise with purchase ledger to ensure payment of external invoice. To undertake any specific learning and tasks to enhance own learning and skill base
- To proactively assist as requested with Departmental marketing and networking events
- To formulate spreadsheets based on client data as requested by Lawyer's for general and research purposes.
- Assisting others in the department whenever there is spare capacity, or it is evident that a colleague needs assistance with their workload.
- Picking up telephone calls for other members of the department when they are away from their desk.
- Assisting other members of the department, both proactively and at the request of the Team Leader.
- Working effectively with other legal and support departments as required.
- Any other duties as reasonably required by the Fee Earners or a person of an appropriate seniority.
Ideal Candidate must have the following:
- Accurate typing speed of at least 60 words per minute.
- Advanced knowledge of Microsoft Word (including track changes), Outlook, Excel, PowerPoint, research tools and other system implemented by the firm such as case management.
- Knowledge of legal terminology, documentation, legal processes, etc.
- Excellent telephone manner and competent knowledge of telephone system.
- Excellent communication, organisational and team skills.
- Excellent attention to detail
- Flexible and dependable, able to take the initiative.
- Able to remain calm under pressure and work to tight deadlines.
- Conscientious, approachable and enthusiastic.
- Able to quickly build confidence, respect and trust with others
- Have a positive approach to daily tasks and have a solution focussed working method