Float Legal Secretary

AJ Chambers is partnered with a Top 150 National Law Firm recruiting for a Legal Secretary in the Langham office.

This is an exciting opportunity to be involved in interesting and good quality work as a member of a growing team which looks outwards and thrives on delivering the best possible job for clients.

Responsibilities

• Provide the central support team, Langham office and wider firm with reliable operational, typing, secretarial and administrative support under the guidance of the business support and operations team leaders.
• Work responsibly to support the needs of the office and the priorities given, prioritising own workload effectively to deliver a quality service, suggesting improvements to increase efficiencies (where appropriate).
• Assist with digital dictation and administrative support across the firm in line with the firm’s workflow ethic.
• Transcribe and prepare all correspondence and legal documents through audiotyping and word processing, using firm precedents where appropriate.
• Operate case management system, including storing documents electronically - organising and attaching to relevant matters.
• Become familiar with all relevant computer packages including, but not limited to, pdf docs, i-manage and elite-3e, document conversion and DocuSign.
• Deal with administrative routines as required, to include scanning, e-faxing, printing and photocopying.
• Be involved in the efficient management of client/matter files to include electronic filing in a timely and accurate manner, together with file opening procedures including completion of client care letters and terms and conditions), file closure and archiving, plus any general filing (if applicable).
• Work within relevant administrative systems and procedures, particularly in the management of finances, recording time, preparation of bills and correspondence.
• Learn how to operate the records management system, including requesting and returning deeds and relocating to other colleagues.
• Be the first point of contact for Langham-based clients requesting original documents and communicate our compliance requirements for release - this will include understanding how to use the strong room, including searching for and retrieving documents and procedures for sending out original documents.
• Meet both internal and external clients’ needs and ensure they are kept advised as necessary.
• Manage incoming and outgoing mail in all mediums including reviewing/clearing down the scanned mail folder on a daily basis.
• Make appointments, arrange meetings and maintain office diaries as required, assist fee earners with their compliance reports as required.
• Attend clients both in person and on the telephone as required, providing such support in a professional and friendly manner in keeping with the firm’s standards for client care.
• Provide operational support including, but not limited to, telephone answering, liaison with the landlord’s team on site, arranging meeting rooms and providing client hospitality.
• Ensure firm’s health and safety policies and procedures are adhered to and maintain any relevant records for our office including, but not limited to, undertaking workstation risk assessments.
• Maintain all office and stationery supplies, liaising with the operations teams in our other offices to ensure orders are placed for replacement stock in a timely manner to assist with the smooth running of the office.
• Be responsible for own personal professional development and undertake any training when required to do so including, but not limited to, MBL training as directed, relevant bite size training, attendance at all internal at home with sessions and lunch and learn sessions together with attendance at department specific meetings and training. Achieve Microsoft word accreditation at intermediate level.
• Be flexible as a member of the wider support team and assist with work as required, co-operating with peers and others, ensuring a co-operative team environment.
• Welcome new members to the Langham office, integrating them into the office and firm and be responsible for the training of any new support team members (as required).
• Ensure the confidentiality of all the firm’s and clients’ information
• Learn legal procedures and firm protocols, appreciating the importance of adhering to compliance.
• Any other reasonable ad hoc requests from fee earners/managers and other colleagues.

Skills & Experience

• Experience of working a professional organisation with the ability to demonstrate a basic knowledge of fee-earners’ work is essential
• Experience as a legal secretary or secretary in another field, including the use of a digital dictation tool is essential
• Strong computer literacy, with good working knowledge of Microsoft office together with accurate keyboard skills
• Excellent attention to detail, including spelling and punctuation
• Willingness to be flexible to the needs of the office on a daily basis
• Writes clearly and succinctly in a variety of communication settings and styles
• Ability to communicate effectively at all levels, to remain calm and respond well in pressurised situations
• Knowledge of basic document formatting such as page breaks, justification, adherence to firm styles and track changes
• Ability to organise own work effectively, multi-task and plan well to meet required deadlines
• Evidence of a problem solving "can-do" attitude and the ability to work effectively in a team environment

For more information, please apply directly or contact Jess at AJ Chambers.