Legal Secretary – Float PA Position (Guildford)
AJ Chambers represents a highly supportive International Law Firm based in Guildford who are seeking a Legal Secretary. This is a Float PA position, giving you exposure to different areas of law and a wide range of Partners and Fee Earners.
Responsibilities
Project Coordination
* Distribute and coordinate appropriate support for specific client projects
* Set up processes for client matters through liaison with Partners, Fee Earners and client contacts
* Support Partners, Fee Earners and the Business Development and Marketing Teams with preparation of pitches, presentations and events and with other projects and tasks
* Identify and act upon process improvements across the team to enhance both internal and external client services
Client Relationship Management
* Ensure that all client related correspondence is received by the appropriate Partner or Fee Earner
* Take an active role in relationship management and client care
* Enter and ensure accuracy of client information on the Client Relationship Management system, currently InterAction
* Communicate with external clients both independently and upon instructions from Partners and Fee Earners
* Arrange client meetings and ensure efficient responses to written and verbal client queries
* Check to ensure client terms of business in place as soon as file opened and to follow up with Fee Earners accordingly
Communication
* Take internal and external telephone queries, responding as appropriate and ensure that all messages are passed on in a timely manner
* Liaise with relevant Business Resource teams on behalf of Partners and Fee Earners
* Liaise with the Client Service Lead over planned absences, arranging cover as necessary and communicating this to the relevant Partners and Fee Earners
* Assist Partners and Fee Earners in ensuring time recording is up to date and captured in a timely manner
* Liaise with the appropriate Finance team in relation to invoices, expenses, client billing and accounts
* Process invoices and expenses on the online system, currently Chrome
* Assist the billing and credit control processes and liaise with the Finance team in relation to these to ensure a consistent and efficient approach
* Produce standard financial and time reports through the system
Administrative
* Participate in distribution of work and monitor progress of work allocated to Client Service Administrators to ensure tasks are completed in a timely manner
* Monitor and track all tasks and prioritise accordingly
* Diary management and coordination to ensure Partners and Fee Earners receive regular updates on meeting arrangements
* Take responsibility for room booking and meeting coordination, including confirmation of attendees, arranging relevant technology, refreshments, and catering
* Ensure travel bookings are completed and that relevant information is submitted and communicated in advance
* Arrange for the photocopying, scanning, printing and filing to be carried out by the team
* Arrange for files to be opened, closed and maintained
* Supervise Client Services Administrators’ record keeping and general filing tasks
* Use effective systems to ensure both short and long term tasks are completed within required timescales
* Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles
Other Duties and Responsibilities
* Assisting other members of the team, both proactively and at the request of the Client Services Lead
* Provide cover for the Client Document Executives as necessary (for example during periods of heavy workloads, holiday or sickness periods)
* Short dictations and basic amendments and document updates
* Conflict searches, file opening and risk assessment forms
* Drafting letters of engagement
* Updating and maintaining integrity of information held in Outlook, InterAction and 3E
* Minor document production amendments and assistance
* Working effectively with other legal and Business Resource teams as required
* Any other duties as reasonably requested by Partners, Fee Earners, Client Services Leads or the Internal Client Services Manager
Seniority level
Not applicable
Employment type
Full-time
Job function
Legal
Industries
Legal Services and Law Practice
If you feel you would be suitable, please apply directly or contact Jess at AJ Chambers.
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