Legal Secretary

Job Description

Title

Legal Secretary

Line Manager

Partner

Location

Bristol

Department

Company Commercial

Working hours

Full time

Date Effective

ASAP

 

Purpose of role

  • To provide a PA &  legal secretarial service to the Partner in charge of Bristol CoCom team, and to the Fee Earners, as part of a team.

 

Key Responsibilities

Responsibility

Detail

Secretarial support

To provide a full legal secretarial to include audio and copy typing services, diary management, producing letters and documents utilising our Case Management and IT systems as appropriate, ensuring the highest levels of speed, accuracy, presentation & confidentiality.

Document management

Responsible for document production, formatting to house style, proof reading and correcting, ensuring consistent presentation.

Matter progression

Support fee earner to deliver a client focused service through emails to clients and third parties, follow up and chase open issues, diarising for follow up.

File management

To manage the filing system, including electronic file management on the IT systems, following correct procedure to aid rapid retrieval and provide an effective source of information.  Also photocopying appropriate documents, and setting up and archiving files.

First line contact

To respond quickly and efficiently to all telephone calls, ensuring that an appropriate answer is given or an accurate message is taken and passed to the relevant member of the team for action.  Also to provide an efficient and professional service for new and existing clients, over the telephone and face to face, to promote the firm’s image and increase business.

Organising & Planning

Coordinate internal and business development events, making available marketing literature, sending out invitations, liaising with external contacts, booking venues and catering where required.

Admin

To prepare and complete all necessary forms relevant to the team delegated by the Fee Earner, ensuring the highest levels of accuracy, including Know Your Client procedures and file opening.

Accounts

To complete transfers, under instructions from a fee earner, of disbursements and monies on client’s accounts, using accounts office printouts, to ensure accurate settlement of both client and Firm accounts.

Billing

To produce draft bills using our accounts system, time breakdowns, bills that have been drawn up by the Fee Earner, ensuring the highest levels of accuracy and presentation according to clients individual needs.

Emails, voicemails

Monitor the daily email, voicemail, post for the Fee Earner and seek advice from colleagues in responding to urgent correspondence to ensure that client needs are met as part of the Firms' professional service. Sending emails on fee earners behalf where appropriate.

Support

When workload permits to provide a secretarial service as and when required for other Fee Earners/teams during staff absence through illness or holiday, to ensure the best possible service to our whole client base.

Client/Internal relationships

Support the fee earner in client relationships, get to know key clients, maintain accurate data (addresses, contacts, CRM) and provide regular reporting to clients as agreed as part of service levels. Liaising with Partners and fee earners on outstanding projects.

Marketing support

Provide business development support, mailing and invitations to clients and contacts

Diary Management

Daily review of on line diary, arranging and prioritising appointments, making provisions of facilities where appropriate and ensuring the smooth and efficient time management of Fee Earner and Head of Department.

 

Meetings

Taking minutes, follow up on actions, distributing minutes.

 

    

 

Key Attributes           

Attribute

Details

Education/Knowledge

A level standard, with GCSE English A-C

Previous Experience

Experience of professional services within the Law. Experience within corporate/commercial is  desirable.

Experience of providing assistance to senior management is essential.

Initiative

It is essential that the successful candidate can differentiate between when to take independent action and when to seek input from the line manager, displaying sound judgement and strong organisational skills. Contribute and share ideas in consultation with the team and Fee Earner; resourceful and confident; organised, positive attitude, supportive and collaborative

Communication skills

Speaks clearly and listens well; excellent written English; excellent interpersonal skills.  Exceptional understanding of confidentiality.

IT Skills

Excellent user of MS Office including Outlook, Word, Excel, PowerPoint

Required Travel

Occasional travel between Thrings office sites if required.

The role is currently located in Bristol.

Culture and philosophy

 

Thrings has a unique and valued culture. We encourage applicants to embrace all our values set out below:

  1. We show appreciation wherever it is due – to staff, clients and indeed competitors.
  2. We work in teams, and as a team overall. Personal ambition is expressed through team achievement.
  3. We take care to show consideration for those with whom we have contact – internally and externally.
  4. We are open and honest at all times. Honesty means not being afraid to admit uncertainty or a mistake.
  5. We will give our people opportunity, and expect them to take responsibility.
  6. Our people seek personal achievement, improvement and development at all levels and at all times.

 

Get in touch

 

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