Legal Secretary REG Hub 2

• Manage the production of documents and check returned work produced by the CTU team/speech recognition for accuracy/formatting, before it is passed to the relevant lawyer
• Taking and making client related calls, dealing with and handling message taking as appropriate
• Responsible for keeping up to date with client specific protocols and processes, implementing, providing guidance and training to others where necessary and ongoing monitoring
• Responsible for files to be opened and closed and supervise general filing requirements and record keeping and production of engagement letters ensuring compliant at all times
• Monitor and track key dates for clients and ensure compliance procedures are up to date on all files and matters
• Support lawyers in business development activities including the involvement in preparation of pitches and presentations, scheduling meetings e.g. tenders, internal client, etc.
• Manage diaries, ensuring they are up-to date, anticipating requirements e.g. associated travel /accommodation bookings, meeting rooms, drafting itineraries, preparing agendas, preparing and circulating papers
• Produce and maintain Excel spreadsheets as required
• First point of contact for their team, dealing with queries and acting on initiative to provide exceptional client service, promoting and developing ownership within the teams
• Arrange for the preparation and collation of internal sector newsletters and briefings
• Uploading documents to PDF docs and editing documents using the same
• Arrange photocopying, printing, organising couriers, sending out letters, faxes etc.
• Submitting documents for signature by clients via DocuSign
• Receiving instructions via digital dictation for tasks and acting upon the same
• Key point of contact for lawyers to maintain relationships and ensure a high level of support is always provided by the team
• Monitor post and/or emails and dealing with as appropriate ensuring all client related correspondence is passed on to an appropriate lawyer and actioned as necessary
• proactively responding to and drafting responses on behalf of others, prioritising emails, collating necessary paperwork and e-filing
• Liaising with and providing support to their immediate colleagues in the department, and where practical, other legal and support departments as requested by HL
• Answering phone calls for other members of the team when they are away from their desk
• Liaison with and taking direction from your HL
• Liaise with the HL over any planned absences, arranging cover as necessary and communicating this to the relevant lawyers
• Assisting lawyers with billing related tasks
• Reviewing and updating time allocation and disbursements ensuring appropriate matter allocation
• Request cheques, bank transfers, and paying in money received, as appropriate
• Supporting the co-ordination of the WIP process
• Dealing with matter related finance administration to include BACs, TTs etc.
• Processing expenses
• Responsible for managing priorities and workloads to ensure deadlines are met
• Responsible for ensuring the creation and maintenance of data rooms and client information in accordance with case milestones
• Responsible for ensuring client and matter data is maintained and updated within appropriate systems, raising requests as appropriate
• Online applications e.g. Companies House, Land Registry, Searchflow, forms
• Undertaking searches and completion of requisite forms and submissions
• Ensuring compliance with firm wide/department policies and procedures
• Arranging and attending team meetings
• Liaising with lawyers, PAs, HLs 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

• 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
• 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, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges
• Positive can-do attitude with the ability to adapt to change
• Confidential and discreet but able to redirect information when appropriate to ensure areas of concern are resolved effectively
• Well organised and methodical with excellent attention to detail, ensuring accuracy in all client communications and deliverables

Flex Forward scheme (flexible working)