To provide secretarial support to the Dispute Resolution Team 3 days per week and provide admin support within the Admin Team 2 days per week. This role entails:
Legal Secretary (3 days)
- Typing letters, correspondence and other documents primarily using digital dictation (BigHand) but also some copy typing and using our case management system , Practice Evolve.
- Scanning incoming post daily onto the firm’s case management system and labelling on the case management system and placing incoming post with paper files daily for the solicitor’s attention
- Printing solicitor’s emails off daily from previous day, filing them in the case management system and placing with paper files for solicitor’s attention.
- Photocopying and scanning of documents and correspondence as required, including of large bundles
- Filing of correspondence and documents and generally keeping records up to date, ensuring all files are to the standards demanded by a Lexcel-accredited practice and carrying out file maintenance and closure procedures
- Preparing mail for posting/ faxing/emailing & franking outgoing post when required
- Answering the telephone, assisting with client enquiries, and taking messages
- Assisting with new matters, “walk-ins”, to include taking initial details of the claim/dispute, arranging appointments, and passing details to the relevant solicitor for advice.
- Reminding Solicitor of deadlines and key dates
- Making appointments from enquiries. Entering key dates using Case management system, Outlook calendar and tasks.
- Completing legal forms and precedents
- Liaising with other firms and other third parties such as insurers, courts, barristers, medical experts etc.
- Providing support to other secretaries and lawyers by picking up digital dictation or helping with other tasks
Admin Assistant (2 days)
- Covering Reception/switchboard
- Closing and archiving paperfiles. This involves physical filing and retrieval of files in and out of storage (N.B. This can be dusty and can involve some heavy lifting and use of a trolley)
- Taking payments from clients both in the office and over the telephone. Processing those payments on our case management system into either the client or office account accordingly.
- Data entry to update the practice’s database by processing the movement of files, wills and deeds that are archived or coming in or out of storage
- Monitoring the stationery stock levels and ensuring that orders are placed for stock when necessary and keeping the stock room tidy.
- Opening the daily post and distributing it into the correct pigeon holes, and making enquiries about any unidentified post
- Shopping for supplies when necessary eg tea and coffee
- Taking the banking and post
- Any other reasonable tasks that may be necessary to assist with the smooth administration of the office
Job Type: Full-time
Benefits:
- Company pension
Experience:
- Secretary: 1 year (required)
Work Location: In person