Legal Secretary

AJ Chambers is partnered with a Top 150 National Law Firm recruiting for a Legal Secretary in the Nottingham office.

As a Litigation Secretary you will gain exposure to multiple practice areas, supporting friendly teams as and when required.

The role:

• Provide the teams with typing, secretarial and administrative support.
• Work responsibly to support the needs of the fee earners and the priorities given delivering a quality service.
• Assist with digital dictation and administrative support across the company in line with the company’s workflow ethic.
• Transcribe and prepare all correspondence and documents through audiotyping and word processing, using company precedents where appropriate;
• Operate case management system including storing documents electronically – organising and attaching to relevant matters;
• Deal with administrative routines as required to include scanning, faxing, printing, binding and photocopying;
• Be involved in the efficient management of client/matter files to include general filing in a timely and accurate manner together with file opening, preparation of client care letters and terms and conditions, file closure and archiving;
• Understand how to use the strong room including searching for and retrieving documents and procedures for sending out original documents;
• Meet both internal and external clients’ needs and ensure they are kept advised as necessary’
• Manage incoming and outgoing mail in all mediums i.e. Post, emails and fax transmissions.
• Make appointments, arrange meetings and maintain manager/fee earners diary as required;
• Monitoring compliance and lexcel requirements;
• Conduct company checks and individual aml checks as appropriate;
• Attend clients both in person and on the telephone and to provide such support in a professional and friendly manner in keeping with the company’s standards for client care;
• Assist the operations team when required, including switchboard cover, franking outgoing post, file archiving and hospitality;
• Assist the business support and operations team with routine and ad hoc tasks/projects;
• Be flexible as a member of the wider support team and assist with work as required, co-operating with peers and others, ensuring a co-operative team environment;
• Work within relevant administrative systems and procedures, particularly in the management of finances, recording time, preparation of bills and correspondence;
• Ensure the confidentiality of all the company’s and clients’ information;
• Appreciation of legal procedures and company protocols;
• Any other reasonable requests from fee earners and/or managers.

The ideal candidate:

• Minimum of 2 years of experience working as a Legal Secretary, including the use of a digital dictation tool.
• Computer literacy, with strong working knowledge of Microsoft Office.
• A typing speed of at least 65 wpm / 90% accuracy.
• Excellent attention to detail, including spelling and punctuation.
• An ability to communicate effectively at all levels, to remain calm and respond well in pressurised situations.

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