Legal Secretary

• Client Relationship Management: Responsible for keeping up to date with client specific protocols and processes, implementing, providing guidance and training to others where necessary and ongoing monitoring
• Administrative: Handle outgoing correspondence including electronic communications and encryption of documents using secure data transmission methods in line with client requirements
• Manage/General knowledge of external Client's case management system including adding outgoing correspondence and associated documentation on behalf of fee earners and mitigate commercial risk
• Collate enclosures for outgoing correspondence, instructions to Counsel, experts etc using electronic bundling and encryption software
• General knowledge of case management system including running ad hoc documents
• Liaise with external parties regarding enclosures/encryption/discs/assisting with use of secure systems and supply passwords
• Email management – filing, saving, locating, deleting, responding where applicable and referring incoming mail to others as necessary and managing Inbox on behalf of colleagues as and when required
• Print, file, photocopy, scan, fax and archive documents as and when required
• Ensure that client contact information is kept up to date
• Update document bundles for fee earners
• Keep case files organised and logical
• Assist with incoming billing and accounts queries
• Answer and make telephone calls
• Book client meetings
• Assist with the planning and booking of travel arrangements
• Assist with ad-hoc business development and communications activities e.g. client contact reports, delegate packs etc
• 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
• Communication: 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 STL
• Assisting others where there is spare capacity or it is evident that a colleague needs assistance with their workload
• Answering phone calls for other members of the team when they are away from their desk
• Liaison with and taking direction from your STL
• Liaise with the STL over any planned absences, arranging cover as necessary and communicating this to the relevant lawyers
• Financial: 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
• Customer Service: Arranging and attending team meetings
• 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
• Firm wide: Understands DAC Beachcroft is an international firm
• Works with awareness of this structure to operate as one team/brand
• Actively operates in the best interests of the firm at all times internally and externally
• Operates in a regulated environment, effectively managing risk and compliance issues including data security
• Works in partnership with others to manage

• 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

Flexible working with our Flex Forward scheme