Job Description

The prime role is to provide direct support to his/her fee earner(s) to enable them to operate at optimum efficiency.This will include but will not be limited to the main responsibilities given below.

The Secretary/PA is expected to use a high degree of self management and initiative.

Key tasks, duties and quality standards.

• To work for all fee earners by picking up digital dictation and to support in office from Epsom
• Prepare correspondence and documents to include transcribing digital dictation.
• Administer filing which will include daily filing and the opening, closing, storage and retrieval of client files in accordance with the detailed procedures contained in the office manual.
• Prepare mail and enclosures for dispatch.
• Arrange for all copying to be done.
• Make appointments, arrange meetings and to maintain an up to date diary for the fee earner(s).
• If appropriate, prepare the conference room for meetings as necessary and for the tidying and clearance of the room at the end of the meeting and to provide refreshments if asked to do so.
• Provide support to other secretaries as required.
• Attend clients both in person and on the telephone and to provide such support in a professional and friendly manner in keeping with the firm’s standards for client care.
• Undertake any specific training when required to do so and overall to have a responsibility towards self-development.
• Ensure the confidentiality of all the firm’s and clients’ documentation and information.
• Undertake on-line form filling requirements and in particular on the HMCTS court portal.
• Operate the firm’s case management system.
• Consider improvements to the efficiency of the department.
• Undertake other duties as from time to time required.
• Additional and or different duties

This job description is non exhaustive and the firm reserves the right to vary the duties and responsibilities of the post holder at any time according to the needs of the firm’s business.

Person specification:

• Excellent speed typing skills
• Essential personal qualities and attributes/skills, knowledge and abilities:
• Substantial previous legal secretarial experience including at least 2 years’ experience in the specialist area (for internal promotions from Senior Legal Secretary to PA this will include at least 1 year’s experience in the specialist area at TWM)
• Advanced IT skills in relevant packages and excellent speed typing skills
• Keeps up with fee earner’s work production and, if being promoted but working for the same fee earner(s), has a very good understanding of how their fee earner(s) like to work.
• High accuracy levels
• Demonstrates a pro-active approach to work with a positive attitude.
• Demonstrates an excellent level of attention to client service, being able to interact well with both internal and external clients.

Demonstrates ability and willingness to:

• work to deadlines
• to cope under pressure
• prioritise work-loads effectively
• work as part of a team
• Demonstrates clear commitment to the firm and a genuine interest in legal work
• Demonstrates a high level of courtesy and respect in dealing with all colleagues including Central Management, IT, HR and Marketing and clients/contacts
• Demonstrates a willingness to take on other tasks as required by fee earner(s)

Desirable skills, knowledge and abilities:

• Prior knowledge of Practice Evolve or other case management systems
• Knowledge of law/legal practice