Legal Secretary

AJ Chambers represents a Top Regional Law Firm recruiting for a Legal Secretary to join the Wills & Estates department in Colchester.

The firm strongly commits to personal and professional development for our staff and to putting the client experience at the heart of everything we do.

With strong ties to the local community and recognising our corporate and social responsibility, all members of the firm are encouraged to develop links with local charities and participate in fundraising and community-based activities.

The Role:

In this full-time, permanent role, you'll be responsible for providing exceptional support to a Senior Solicitor and Director of the firm with a very busy caseload. You’ll need to be proactive and have the ability to hit the ground running in this fast-paced environment. You will be responsible for ensuring client satisfaction by pre-empting problems and identifying solutions, and by building and maintaining knowledge of our clients and their matters.

The main responsibilities include but are not limited to –

Administrative Support:

• Prepare, format, and proofread legal documents and correspondence related to private client matters.
• Manage and organise the solicitor’s calendar, including scheduling appointments and meetings.
• Handle incoming and outgoing correspondence, including emails, letters, and phone calls and draft responses as appropriate.

Client Interaction:

• Act as the first point of contact for clients, both on the phone and in person, providing them with updates and information regarding their matters.
• Arrange client meetings and ensure that all necessary documents and files are prepared in advance.
• Maintain a high level of client confidentiality and professionalism at all times.

Document Management:

• Prepare and manage legal documents such as wills, trusts, powers of attorney, and estate planning documents.
• Assist in the preparation of probate applications and the administration of estates.
• Ensure all documents are accurately filed and maintained in both physical and electronic systems.

Billing and Financial Administration:

• Assist with the preparation of bills.
• Track and manage time entries for billable hours.
• Handle financial documentation related to client matters, including payments and disbursements.

Legal Research and Compliance:

• Manage the compliance on all files via the Case Management System including conflict checks and risk assessments, escalating them to the Lawyer if required.
• Conduct legal research as required, particularly for updates on laws and regulations affecting private client services.
• Ensure compliance with relevant laws and firm policies.

Liaison Role:

• Coordinate with other departments within the firm, such as accounting and compliance, to ensure smooth handling of client matters.
• Liaise with external parties such as banks, investment advisors, and tax authorities.

Case Management:

• Maintain and update client files, ensuring that all information is accurate and up-to-date.
• Track the progress of cases and ensure deadlines are met.

Requirements:

• Experience: Previous experience supporting a team with administrative duties.
• Technical Skills: Proficiency in legal software, Microsoft Office Suite, and document management systems.
• Communication: Excellent written and verbal communication skills.
• Organisational Skills: Strong organisational and time-management skills, with the ability to prioritise tasks effectively with the ability to adjust priorities when needed.
• Attention to Detail: High level of accuracy and attention to detail in all work.
• Client Focused: Ability to build and maintain strong relationships with clients, displaying empathy and professionalism.
• Confidentiality: Ability to handle sensitive information with discretion and maintain client confidentiality.
• Pro-active approach: Must have a positive and can-do approach to assist the Solicitor to facilitate them focusing on fee earning legal work.

For more information, please apply directly or contact Jess at AJ Chambers.