Legal Secretary – Litigation

Location:Guildford, Surrey
Salary:£30,000 - £32,000 per annum
Type:Permanent
Sector:Legal

Our client based in Guildford is looking for a Legal Secretary to offer professional support to partner(s)/lawyers(s) within the litigation department. The support provided will be as part of a team with shared responsibilities. The role comprises of approximately 70/80% secretarial work and 30/20% administration depending on the business needs of the department, this role will be working for the Head of Department so there will be confidential and other work relating to their Management Board responsibilities. The job holder will also be working for two or three other lawyers.

The core areas of responsibility:

  • Document management/document production
  • Provide comprehensive and timely word processing service for the creation, amendment of documents using Word, Excel, DeltaView, BigHand and other relevant technology i.e. PowerPoint and Laserforms
  • Ensuring documents returned to the lawyers accurately reflect original request before returning work. This will include proof reading the document, checking spelling, grammar, sense, amendments and presentation.
  • Ensure the names of clients are known and the job holder is established as the point of contact in lawyer\rs absence and on a day to day basis.
  • Support the billing process e.g. ensuring that the bill is sent within agreed time and answering simple client queries
  • Payment of Counsel fees
  • Undertake online client searches

Team Support:

  • Ensure detailed handover notes are provided so other team members can assume task responsibility in job holder\r s absence
  • Assist in answering the telephone promptly at all times irrespective of who the caller is for
  • To provide cover for other secretaries during lunch on a rota basis

Administrative Support:

  • Manage all filing activities, including opening new files, filing, archiving and sending files for storage
  • Undertake photocopying/scanning
  • Carryout management of post (internal and external), including replying and drafting replies to routine correspondence
  • Draft and send faxes
  • Draft simple correspondence
  • Organise all travel arrangements
  • Managing emails
  • Private and confidential work for the Head of Department
  • Diary/Meeting management\par
  • Keep lawyer\rs diary up to date using Outlook and ensure it is available for others to view
  • Arrange internal and external meetings, liaising with reception
  • Ensure all papers are ready for the lawyer at the beginning of the day
  • Ensure the lawyer\rs whereabouts is known and communicated to team at all times
  • Schedule forward meetings, appointments, diary notes

Person / Experience Required:

  • A minimum of 5 GCSEs including English and maths GCSE at Grade B
  • Secretarial qualifications, either RSA or Pitmans and/or a recognised secretarial diploma
  • Proven ability to be able to work under pressure to tight deadlines
  • Demonstrates the ability to use his/her initiative
  • Team player
  • Excellent organisation and administration skills
  • Excellent attention to detail and accuracy
  • Excellent English and grammar
  • Ability to build a rapport with clients and other employees
  • Discreet and confidential
  • Proven experience of working as a secretary in legal environment to tight deadlines and under pressure. Highly competent in the responsibilities of the job as outlined in the job description
  • Experience of working as a PA to a head of department in a similar role, typing of confidential documents etc.
  • Resilient and robust, enjoys working under pressure
  • Confident, Cheerful, Willing with a can do attitude, someone who wants to make a difference, Calm to assist others, Keen and enthusiastic, Self motivated, Flexible
  • Must enjoy document production

If you have not been contacted within 5 working days, then unfortunately on this occasion your CV has not been shortlisted.

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