Senior Legal Secretary in Southampton

This is a fantastic opportunity for a Senior PA to join this top 200 Law firm in their offices in Southampton, they have free parking on site. You will provide EA support to a Senior Partner within Employment and also support the Corporate / Commercial departments.

Core Duties will include:

• To administer files to include opening, closing, storage and retrieval in accordance with the firm’s management procedures.
• Accurately record information in the practice management system provided by Lawyers.
• Drafting of own letters, documents, and forms, to be checked by Lawyer/s using case management system and/or Microsoft Word as necessary.
• Daily diary management for themselves and Lawyer/s. Inputting important key dates and diarising when to chase for things.
• To make appointments, arrange meetings, book rooms for clients and colleagues as requested, organising refreshments as necessary.
• Able to deal with and respond to some correspondence in the absence of Lawyer on annual leave.
• Plan and book travel for Lawyer/s when required.
• Ensure that letters, telephone notes and file notes are accurately presented and formatted in a professional style and in line with company procedures.
• To prepare correspondence, documents and enclosures for despatch using digital dictation and the practice management system as applicable, at all time adhering to the laid down policies and procedures.
• Ensuring files are maintained accurately and filing kept 100% up to date.
• To undertake any specific training to improve or enhance skill base as requested.
• To accurately maintain and update data in the practice management system relating to client and contact information and marketing activity and preferences.
• To assist clients with updates/progress on their cases.
• To proactively assist as requested with Departmental marketing and networking events.
• Produce and mail out client invoices.
• Assist Fee Earners in the billing and credit control process by liaising with the Fee Earner and accounts and to produce standard financial/time reports and invoices through the system.
• Request cheques, bank transfers and paying in money received, as appropriate.
• Assisting others in the department whenever there is spare capacity, or it is evident that a colleague needs assistance with their workload.
• Picking up telephone calls for other members of the department when they are away from their desk.
• Assisting other members of the department, both proactively and at the request of the Team Leader.
• Working effectively with other legal and support departments as required.
• Any other duties as reasonably required by the Fee Earners or Team Leader, or a person of an appropriate seniority.

Ideal Candidate must have the following:

• A Senior Legal Secretary has responsibility to ensure that their skill set is up to date, and they are familiar with the firm’s departments, key personnel, clients, internal systems and procedures.
• Accurate typing speed of at least 60 words per minute.
• Advanced knowledge of Microsoft Word (including track changes), Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm such as case management.
• Knowledge of legal terminology, documentation, legal processes, etc.
• Excellent telephone manner and competent knowledge of telephone system.
• Excellent communication, organisational and team skills.
• Excellent attention to detail.
• Flexible and dependable, able to take the initiative.
• Able to remain calm under pressure and work to tight deadlines.
• Conscientious, approachable and enthusiastic.
• Able to quickly build confidence, respect and trust with others.
• Have a positive approach to daily tasks and have a solutions focussed working method.