Legal Secretary - Commercial Litigation - London

Overview

Job title: Legal Secretary – Commercial Litigation – London

Department: Global London Insurance – Commercial Litigation
Employment Type: Permanent
Location: London

Description Working as part of a team, you will provide an excellent standard of secretarial support to the commercial litigation team and support across other practice groups as required. You will work individually and as part of a team to act as a point of contact for lawyers and to ensure the effective completion of their work, undertaking a variety of secretarial tasks. Provide a high quality, comprehensive workflow management and organisational service to lawyers in the group and exceptional client service.

Responsibilities

• 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: Assisting with use of secure systems and 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 together with internal local and national 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. 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. Collate enclosures for outgoing correspondence, instructions to Counsel, experts etc using electronic bundling. General knowledge of case management system including running ad hoc documents. Knowledge of new client set up to include money laundering regulations, documentation required and managing conflict checks. 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 deal 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. Liaison with and providing support to colleagues in the department, and where practical, other legal and support departments. Answering phone calls for other members of the team when they are away from their desk. Liaise with the STL over any planned absences, arranging cover as necessary and communicating this to the relevant lawyers.
• Financial: Full engagement in billing process including inputting time, knowledge of rates and client preferences, managing the billing process from narrative generation onwards with input from the fee earning team. 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 to take instruction and liaise on work requirements. Consistently and appropriately update service users on progress where appropriate. Regularly offer assistance wherever possible.

Qualifications

• 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; striving to provide exceptional service at all times.
• Customer/client service focused.
• Proven experience of managing client facing tasks and priorities, with a hands-on, practical approach.
• 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 deliverable.