Legal Secretary - EPI London Job at DAC Beachcroft (London)

Job Description

Working as part of a team, you will be required to provide an excellent standard of secretarial support to the London Employment team to support allocated lawyers working alongside 5 administrative/secretarial colleagues. You will also be required to provide support across the other practice groups as and when required. Working individually and as a team to act as a point of contact for lawyers and to ensure the effective completion of their work, as well as undertaking a variety of secretarial tasks (as listed below). Provide a high quality, comprehensive workflow management and organisational service to lawyers in the group and exceptional client service. This team is one of the leading Employment law practices in the region and is recognised as being expert advisers to many household name businesses and organisations. The hours for this vacancy are 9.30-17.30 Monday to Friday. This role is hybrid working with the requirement of three days in the office and two working from home.

Job Responsibility

Handle outgoing correspondence including electronic communications and encryption of documents using secure data transmission methods in line with client requirements
Collate enclosures for outgoing correspondence
General knowledge of case management system
Email management
Print, file, photocopy, scan and archive documents
Ensure that client contact information is kept up to date
Update document bundles for fee earners
Keep case files organised and logical
Answer and make telephone calls
Use Outlook for extensive diary management
Use reminders and tasks to highlight important dates
Book meeting rooms, arrange lunches and book attendance at external seminars
Assist with the planning and booking of travel arrangements
Assist with ad-hoc business development and communications activities
Maintain a level of individual knowledge required for the role
Occasional preparation of correspondence and documents from digital dictation
Help maintain a clean office and clear desk
Handle confidential information in line with the firms data security protocols
Helping to onboard new clients requesting Company reports, Creditsafe reports etc and completing New Client Administration Forms and preparing draft engagement letters
Preparing, updating, and formatting PowerPoint presentations
Effective prioritisation of tasks within the team
Formatting Word documents
Key point of contact for lawyers
Monitor post and/or emails
Liaising with and providing support to their immediate colleagues
Answering phone calls for other members of the team
Liaison with and taking direction from your STL
Liaise with the STL over any planned absences
Assist lawyers in all matter financial management and disciplines
Assisting lawyers with billing related tasks
Assisting with incoming billing and ensuring appropriate matter allocation
Dealing with accounts queries
Assisting with cash collection
Working with finance to ensure client balances are dealt with
Request, bank transfers, and paying in money received
Dealing with matter related finance administration
Processing expenses
Creating and editing spreadsheets
Liaising with colleagues/clients regarding new enquiries and instructions
Obtaining consultant availability
Opening/closing of files
Preparing paperwork for new instructions
On boarding new consultants
Obtaining feedback from clients and consultants
Billing - submitting consultant invoices, raising DACB invoices, sending to clients
Chasing aged debt
General communication with consultants re issues, billing, availability, IT etc
Ensuring databases and intranet up to date
Liaising with lawyers, STLs and Secretarial Managers (SM) to take instruction and liaise on work requirements
Consistently and appropriately update service users on progress where appropriate
Regularly offer assistance wherever possible

Requirements

Experience of working in a legal or professional services environment
An aptitude for managing multiple priorities, producing documents and client communications of the highest standard
Advanced knowledge of Microsoft Office, in particular PowerPoint
Advanced knowledge of document management/case management systems
An effective communicator with an excellent customer and client service approach
Customer/client service focused
Proven experience of managing client facing tasks and priorities, with a hands-on, practical approach
Effective at investigating issues and seeing a problem through to conclusion
Conscientious, taking personal responsibility for own work and accountability for its delivery and quality
Excellent team player
Positive can-do attitude with the ability to adapt to change
Confidential and discreet but able to redirect information when appropriate
Well organised and methodical with excellent attention to detail
Ability to communicate clearly and concisely orally and in writing

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Legal Secretary - EPI London

Job Description

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