Legal Secretary

Working as part of a team, you will be required to provide an excellent standard of secretarial support to the Professional and Commercial Risk team. 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.

Provide a high quality, comprehensive workflow management and organisational service to lawyers in the group and exceptional client service.

• 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. Collate enclosures for outgoing correspondence, instructions to Counsel, experts etc using electronic bundling and encryption software. 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. 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, updating and logging time allocation and disbursements ensuring appropriate matter allocation, ensuring invoiced accurately and at the appropriate time. Manage billing cycles, work in progress (WIP) and account balances. Handle invoice and billing related queries from clients professionally and efficiently. Request cheques, bank transfers, and paying in money received, as appropriate. Dealing with matter related finance administration to include BACs, TTs etc. Processing expense submissions and maintain financial spreadsheets to assist with management information reporting.
• Client & Account Management: Act as a primary point of contact for clients, Insurers, Brokers and internal stakeholders. Liaise with Insureds and other Third Parties as required. Maintain a strong understanding of client specific protocols, service level agreements and delegated authority requirements. Prepare claims history, experience summaries and management information when requested. Proactively respond to client queries and ensure timely, professional communication. Monitor relevant inboxes for new instructions and queries. Carry out conflict checks and oversee file opening processes. Manage key dates and compliance requirements to ensure matters remain up to date. Support fee earners with day to day operational and matter related queries. Manage file closures in line with firm and client requirements.
• 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 and mitigate commercial risk.

• 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.
• Intermediate knowledge of Excel.
• 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.
• 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.