We are currently looking for a Trainee Legal Support Assistant to join our Southampton based Private Client team.
You will spend one day a week at college studying a Business Administration Level 3 Apprenticeship.
Salary on offer for this role is £15,000.
We support hybrid working, typically with 4 days flexible office attendance, according to business need.
Typical Workload
This role will provide administrative support to lawyers within the South Coast and London Succession and Tax Teams and wider Business Group.
Responsibilities will include, but not be limited to:
Post
scanning/electronic distribution of incoming post
printing, engrossing documents, adding enclosures and dispatch of outgoing post
Enquiries
First point of contact for clients and 3rd parties phoning into the team with enquiries in particular regarding new instructions for Wills, LPAs, probates and archived documents
First point of contact for clients arriving at our office in person (whether or not by appointment) and assisting with client meetings as needed eg witnessing documents, copying documents/ID etc, escorting clients to/from meeting room
Preparing File Notes to record enquiries
Liaising with team managers regarding enquiries
Managing enquiries in accordance with team policies
Documents management and retrieval from storage
Organisation of documents including printing and bundling of documents and binding engrossments, scanning and organising e-files, timely sending out of documents to relevant parties
Creating archive records for wills, LPAs, deeds etc
First point of contact for clients and 3rd parties wishing to retrieve documents
Document retrieval and delivery to clients and third parties in accordance with team guidelines
File inception
Opening new client/matter in Peppermint/DMS upon receipt of Risk Matrix from lawyer
Saving template Terms of Business and template Letter of Engagement to DMS for lawyer to settle
ID verification using IDU App where possible
Running conflict checks, obtaining AML documents, creating the e-file and all relevant sub-files
Undertaking SmartSearches and saving to DMS
File Closure
Ensuring that all documents are stored to DMS and that original Wills and other important documents as directed by team managers are saved at matter 000000 (Client level)
Electronic archiving to include scanning in paper files as necessary
General Support
Accounts/billing responsibilities including preparing entries in Peppermint, dealing with bankruptcy searches and receipts for monies in and out in accordance with our regulatory requirements, preparing WIP reports, allocating disbursements to matters, preparing draft bills for lawyer approval, managing bill issuance process
Collating, analysis and reporting of data as required by lawyers/clients
Conference and meeting arrangements, diary management
Other ad hoc duties as required by team managers
Generally assist and work cooperatively with other LSAs to provide support the team as appropriate
Skills / Experience Required
Demonstrates ACTS values and behaviours
Strong IT skills and aptitude and able to adapt to new technologies and systems
Experienced user of Word, Outlook, Excel, MS Teams and Zoom
Excellent communication skills are essential (oral and written)
Ability to work productively with Partners and staff across the team
Able to engage fully with our clients and other professionals and organisation contacts to provide an excellent service
Highly numerate
Strong organisational skills
Ability to prioritise
Willing to learn and improve skills
A willing team player
Positive and enthusiastic approach
Attention to detail and accuracy
Adaptable, flexible and ability to multi-task
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