Assistant: Legal Support (Junior Legal Secretary - Real Estate)

Responsibilities

• Scheduling, labelling, and storing deeds, files, and folders.
• Performing online searches via Land Registry Portal and Searchflow.
• Creating extranet sites such as High Q and renaming/uploading/downloading documents.
• Making diary appointments, arranging meetings (including booking rooms, confirming dates and locations, distributing agendas, and preparing material where required) and diary management.
• Organising travel arrangements and preparing itineraries where necessary.
• Preparing material (often using Power Point) for presentations.
• Quick and accurate preparation of bills ensuring they are sent out as quickly as possible, following up with Accounts or other departments as required.
• Typing and amending correspondence and documents, which are often lengthy, and undertaking amendments, as necessary.
• Accurate proofreading of documents, paying particular attention to headers/footers.
• Assisting with timesheet posting if required.
• Submitting expenses and invoices in Chrome River.
• Entering data on internal systems/databases (e. g., Inter Action, Excel, etc.).
• Prepare New Matter memos, ensuring accuracy and correct spelling of companies/individuals/checking with fee earners where necessary.
• Complies with all internal policies, procedures and processes and keeps technical skills up to date (i. e., identifies where refresher/new training is required in response to any changes in the role).
• Photocopying, filing and other general administrative duties.
• Personal Management
• Filing of paper documents, electronic filing and keeping administrative files up to date.
• Follows firm's archiving process as set by Information Governance.
• Closing files promptly, transferring files over when a fee earner leaves, etc.
• Arranging courier deliveries.
• Ensures distribution lists are kept up to date, amending as necessary after new conflicts checks.
• Client Focus
• Assisting with client queries in a professional and timely manner.
• Assist internal clients (all groups within the business) with queries and respond in a timely manner.
• Assisting with business development initiatives, i. e., organising client lunches, etc.
• Communication
• Liaising with clients and telephone callers when fee-earners are out of the office. Taking down accurate messages and dealing with queries or assisting callers wherever possible.
• Assist and take ownership for internal/external queries in a polite and professional manner using the most appropriate medium, seek out information and resolve queries.
• Maintains confidentiality and discretion at all times, flagging any concerns or issues at the appropriate level.
• Teamwork
• Assisting with general office duties and providing back up support for other LPAs and/or fee-earners as required to ensure the smooth running of the business.
• Results Driven
• Assists/supports Counsel, Associates, PSL's and trainees with internal processes, i. e., organises work to Evening group, picks up IT issues and resolves accordingly.
• Checks new matter memos for accuracy, checks for clearance and keeps fee earners abreast with any issues or reminders. Co-ordinates a file where this may be cross-group.

Qualifications

• Educated to GCSE or equivalent, A Level preferable.
• Minimum RSA II typing.
• A legal practice assistant qualification an advantage.

Experience

• Knowledge of Real Estate work within a legal environment essential.
• Technical Abilities
• Accurate spelling, grammar and punctuation.
• Strong technical skills, advanced Word and Outlook and a working knowledge of Excel, Power Point and Internet.
• Typing speed 60 wpm +
• Personal Attributes
• Personable, flexible and enthusiastic approach to teamwork.
• Good, articulate telephone manner.
• Self-starter, ability to use initiative and provide pro‑active support to fee-earners.
• Ability to pay attention to detail, particularly with emails, and to check own work.
• Reliable and well organised.
• Ability to work under pressure within strict deadlines and takes responsibility for their work.
• Posted Pay Range
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