My client in Totnes is seeking an organised and proactive legal assistant to join their team. As a key member of the team, you will play a crucial role in supporting the fee earners and ensuring the smooth operation of the department. Your responsibilities will include administrative tasks, client communication, and compliance with office procedures.
Key Responsibilities:
- Client Matter Management:
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Open and manage new client matters using SOS Connect, following client care and risk management procedures.
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Maintain complete records for each matter.
- Correspondence and Document Preparation:
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Prepare correspondence and legal documents based on fee earner instructions.
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Review work for spelling, grammar, and compliance with practice standards.
- File Administration:
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Handle daily filing and organize client files according to office manual guidelines.
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Scan incoming mail and save it appropriately in SOS Connect.
- Database Management:
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Accurately update SOS Connect with relevant details.
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Ensure data entries are current.
- Diary Management:
- Monitor department diaries and coordinate appointments with fee earners.
- Holiday Coordination:
- Liaise with department members to manage holiday schedules and prevent overlaps.
- Client Interaction:
- Assist clients in person and over the phone professionally and in line with client care standards.
- Telephone Etiquette:
- Answer calls promptly, take accurate messages, and ensure timely call returns.
- File Review System:
- Support fee earners in reviewing files as part of the monthly process.
- Contact Management:
- Regularly update SOS Connect Contacts with essential contact details.
- IT Utilisation:
- Efficiently use IT tools, including SOS Connect and internet resources.
- Financial Administration:
- Prepare and submit financial documents promptly.
- Billing Support:
- Assist in preparing draft bills for fee earners' approval.
- Flexibility:
- Be willing to work across departments or offices as needed.
- Legal Research (if applicable):
- Keep legal research resources up to date.
- Travel and Event Coordination:
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Book travel and hotels for staff and clients.
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Assist in arranging marketing trips and events.
- Meeting Room Setup:
- Prepare conference rooms for meetings and ensure tidiness afterward.
- Training Participation:
- Attend specific training sessions when required.
Qualifications:
- Strong organisational skills
- Excellent communication and interpersonal abilities
- Proficiency in IT tools and databases
- Attention to detail and accuracy
- Ability to work independently and proactively
If you have the skills and enthusiasm to contribute to the team, we'd love to hear from you!