Job Description
Your new companyHays are working with a well established business who are looking for a Legal Secretary on a permanent basis, this is to provide high-quality, confidential secretarial and administrative support to legal professionals. The role involves managing client files, preparing legal documentation, and delivering accurate audio typing, ensuring the smooth and efficient running of legal cases and associated workflows.Your new roleAs a Legal Secretary your role will involve:
* Secretarial & Administrative Support.
* Provide dedicated secretarial support to fee earners, ensuring all tasks are completed promptly and to a high professional standard.
* Prepare, format and produce legal documents, letters, forms and reports.
* Manage incoming and outgoing correspondence, including email and post.
* Maintain the confidentiality and security of client and firm information at all times.
* Client File & Case Management
* Open, maintain and close client files in accordance with internal procedures and compliance requirements.
* Manage case files electronically and in hard copy, ensuring accurate organisation, version control and accessibility.
* Monitor key deadlines, limitations, appointments and court dates; diarise accordingly.
* Support fee earners with the progression of client matters, including gathering information, obtaining updates and liaising with external parties when required.
* Audio Typing & Document Production
* Produce accurate, high-quality typed work from digital dictation and audio recordings.
* Ensure all documentation is proofread, correctly formatted and completed within deadlines.
* Prepare bundles, schedules, forms and case-related documentation as instructed.
* Client Care & Communication
* Act as a first point of contact for client enquiries, providing a professional and courteous service.
* Handle telephone calls, take detailed messages and manage communication on behalf of fee earners.
* Arrange client meetings, conference calls and appointments, including room bookings and diary management.
* Compliance & Office Procedures
* Maintain accurate file notes, logs and records in line with firm procedures.
* Assist with billing processes including time recording, invoice preparation and expense submissions.
* General Support
* Provide administrative support such as photocopying, scanning, filing and data entry.
* Assist with wider team tasks during busy periods, absence or holiday cover.
* Contribute to continuous improvement by identifying opportunities to streamline processes.
What you'll need to succeed
* Previous experience in a Legal Secretary, Legal Assistant or similar administrative role.
* Strong audio typing skills with a high level of accuracy and speed.
* Excellent organisational and file management abilities.
* Confident communication skills, both written and verbal.
* High level of attention to detail and accuracy.
* Ability to manage multiple tasks and prioritise effectively.
* Strong IT literacy including Microsoft Word, Excel, Outlook and case management systems.
* Professional, discreet and able to manage highly sensitive information.
* Ability to work independently and as part of a team.
Desirable
* Experience within a specific legal sector (e.g., family, litigation, commercial, conveyancing).
* Knowledge of legal terminology and processes.
* Experience using digital dictation systems.
What you'll get in returnWhat you need to do nowIf you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.
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