Summary:
The Legal Assistant is expected to use a high degree of self-management and initiative with a proven ability to provide comprehensive secretarial and administrative support to the Legal Advisers and team to ensure achievement of business objectives and assist in the provision of an efficient, personal and professional service at all times.
Responsibilities:
Preparing correspondence and documents through audio and copy typing, ensuring that such correspondence and documents are checked for errors before passing to Legal Adviser.
To administer filing in correct dated order and on a timely basis. This will include daily filing and the opening, closing, storage and retrieval of client files in accordance with the detailed procedures contained in the Office Procedures Manual and Departmental Guidelines.
To prepare mail and enclosures for despatch, ensuring that all mail to be posted is given to the Legal Adviser with all relevant enclosures.
To arrange for all copying to be done, in person if Administration staff are not available to undertake the task.
To make appointments, arrange meetings, book meeting rooms and to maintain an up-to-date diary for the Legal Adviser.
To provide support and guidance to other secretaries as required and at all times work as a team player.
To attend clients both in person and on the telephone and to provide assistance in a professional and friendly manner in keeping with the firm’s standards for client care.
To ensure that any telephone calls are answered promptly by answering colleague’s telephones if they are not available and ensure that telephone messages are passed promptly and accurately to Legal Advisers.
To undertake any specific training when required to do so and overall to have a responsibility towards self-development.
To ensure the confidentiality of all the firm’s and client’s documentation and information.
To be responsible for the opening of files on firm’s case management system (Proclaim) and their day to day maintenance in accordance with the department’s Risk Management procedures.
To carry out copy typing of documents, amending and formatting complex documents e.g. leases and dealing with tracked changes and use of package precedent documents/documents
To comply with the firm’s procedures and standards for correspondence and documents (including typing, saving and printing) and to make the best use of facilities including Proclaim and Word to ensure maximum efficiency.
To ensure that correct procedures relating to deeds are followed at all times, including the obtaining of deeds from the strong-room and returning them to the strong-room at the end of each day.
To ensure compliance with money laundering regulations.
To prepare invoices and complete Accounts documentation as and when directed by the Legal Adviser.
To prepare completion statements and assist with billing.
To use Companies House Direct to carry out searches and property searches using agents.
To use the Land Registry Portal for downloading official copies, copy documents and plans and relevant registrations and saving to matter number, and carrying out priority and Land Charges searches.
Preparation and submission of SDLT forms online.
Skills:
* Educated to GCSEs Level
* RSA Level 2 – typing or equivalent
* Working knowledge of IT systems: MS Word and Outlook, digital dictation and CMS
* Knowledge of Proclaim
* Excellent client service skills, with a calm and supportive nature which is sympathetic
* to client needs
* Ability to work to tight timescales and under pressure
* Excellent communication and interpersonal skills, both face to face and over the
* phone
* Ability to work with initiative and minimum supervision
* Experience in audio and copy typing
* Experience and competence in obtaining accurate messages from clients over the
* phone
* Integrity to handle sensitive and confidential information appropriately
* ‘Can Do’, flexible approach and team player
* Demonstrate enthusiasm and commitment