Junior Legal Secretary

As a Junior Legal Secretary at Resource Law, you will learn all aspects of the secretarial role and develop a strong understanding of the firm’s processes, and the IT systems used. You will provide high-quality secretarial and administrative support to an allocated group of fee earners while demonstrating flexibility in covering for other secretaries and assisting the wider team when needed. A proactive attitude and a positive contribution to the team are essential to succeed in this role.
Key Responsibilities
Document Production & Technical skills
Process amendments and format document production tasks to an acceptable standard and to agreed deadlines using appropriate applications and all available resources
Type from digital dictation, copy typing and audio as necessary
Prepare Powerpoint presentations and Excel spreadsheets when required
Draft simple correspondence when required
Undertake photocopying and scanning when required
Meetings and Travel Management
Manage calendars, arrange conference calls, meeting, catering
Coordinate travel arrangements, including taxis, and accommodation
Execute the expense process on Emburse Enterprise (Expense Reporting Software)
Prepare and collate papers ahead of meetings
Customer Service
Deal with internal and client calls in a timely, helpful and polite manner, passing on accurate messages promptly as required and action where necessary
Deal with visitors in a professional manner
Keep client contact details as up to date as possible
Handle Directors’ and Associate Directors’ requests for PA duties
Billing
Assist in preparation of bill narratives as required
Assist in monitoring the billing process as required
Raise, monitor and issue appropriate cheques for clients or third parties as required
Record time for fee earners in their absence or as required
Administration
Deal with incoming and outgoing mail
Monitor emails promptly as required and forward/action as necessary
Establish and maintain effective and accurate filing systems (both hard copy and electronic)
Assist in opening new clients and matters as required
Teamwork
Attend all appropriate developmental training courses as required
Attend secretarial meetings as required to keep up to date with firmwide procedures, current issues and add value to the secretarial practice
Contribute to the team being proactive and helpful to colleagues and other fee earners by providing assistance during busy periods and covering for other fee earners in colleague’s absence
Key Skills, Attirbutes and Experience
Skills and attributes
Proficiency in spoken Mandarin and written Chinese would be an advantage, as the role may require communication with clients who prefer to converse in Mandarin
Adequate administrative knowledge and skills
Knowledgeable with billings and time narratives
Ability to work co-operatively with others and supports the team
Proactive and enthusiastic
Ability to communicate clearly and concisely
Adaptable and flexible
Organisational skills
Practical Experience/Academic Qualifications
Minimum of 3 GCSEs or equivalent including English and/or a diploma. A minimum of 2-3 years’ experience at a Legal Firm is required.
Office & Functional Skills
Proficiency in Microsoft Office (Word, Excel, Outlook).
Able to utilise accounting, operational and administrative applications as relevant to area of responsibility
Able to understand legal industry requirements and guidelines as relevant to role
Can Identify and classify legal documents, and organise and file them according to standard firm practice
Able to file documents electronically with third parties
Can understand the basic terminology and transactions of applicable practice area and clients
Able to understand the client engagement process and ensure compliance of time and expense reporting requirements.
Clients/Customers
Customer Service – provides high quality and timely customer service
Innovation & Improvement - acts on ways to add value to the team and Firm
Business Skills
Thinking & Planning – is highly organised and thoughtful in his/her approach to work
Judgement & Professionalism – demonstrates appropriate workplace behaviour
Communication –communicates effectively orally and in writing
Citizenship
Teamwork & Collaboration – maintains good relationships with co-workers
Developing Self & Others – addresses own developments needs and assists others to develop
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