JOB OUTLINE
- IDENTIFYING FACTS
POST TITLE:Receptionist/ Legal Secretary
DEPARTMENT:Administration/ Family
RESPONSIBLE TO : Fee Earner to whom you are assigned
- JOB PURPOSE
To provide administration services to the Sleaford branch and a legal secretarial service to the Family department.
- JOB ACTIVITIES
3.1To produce letters, file notes etc under instruction via the Firm’s digital dictation system and supply other secretarial services and assistance to the Family team.
3.2To maintain client files and undertake work as specified in the Office Manual.
3.3To maintain diaries, organising appointments, meetings etc. as and when required.
3.4To make and answer calls with clients or outside bodies in a professional and helpful manner as required by the Office Manual and to assist clients who visit the premises.
3.5To comply with all regulations as set out by the Legal Aid Agency which are appropriate to your position.
3.6To take initial instructions from Clients and to assess them for LAA funding.
3.7In your capacity as an assistant to produce letters, file notes etc and to provide assistance and support to other fee earners within the team.
3.8To prepare statements and documents as required for client files.
3.9To help clients with their enquiries.
3.10To take steps as are necessary to ensure that bills and other sums due to the Firm in your cases are promptly paid.
3.11To delegate cases received by you but which are not within the parameters of your workload to others withinthe practice who have appropriate experience.
3.12To report to the Managing Partner forthwith any complaint or negligence claim received.
3.13To keep the affairs of the Firm and its clients confidential and secret except as is necessary for the discharge of your duties.
3.14To report to the Firm’s Money Laundering Reporting Officer any suspicious transactions as specified in the Firm’s Money Laundering Manual
3.15To greet clients in a professional and helpful manner as required by the Office Manual and assist clients who visit the premises.
3.16To operate the diary and make appointments for the branch personnel.
3.17To take telephone calls for the branch and to distribute them accordingly.
3.18To provide basic administration support in the form of photocopying and faxing for the branch.
3.19To regularly check and distribute E-mail and Fax communication for the branch.
3.20To control the booking of interview rooms for branch.
3.21To control the branch in terms of personnel and clients present at the branch, for the purposes of fire safety.
3.22To produce a weekly stationery order for the branch and place the order on a weekly basis with the Office Manager no later than Wednesday, at 5.15pm.
3.23To check the housekeeping in the following areas – kitchen, shredding and toilets.
3.24To report any machine faults to the IT Department when they occur.
3.25In carrying out your duties to act at all times in a way that is consistent with the Firm’s professional status and promotes the good name and standing of the Firm.
3.26To cover reception as and when required.
3.27To carry out any other duties as instructed by any of the Firm’s Partners, the Firm’s HR Manager, the Firm’s Secretarial Manager and/ or the Office Manager.
- ANALYSIS OF PERFORMANCE REQUIREMENTS AND CONDITIONS
4.1.Supervisory and Managerial Responsibilities
None
4.2.Decisions Made
Prioritise own workload. May have to make decisions on calls received from clients as to their urgency.
4.3.Work Complexity
Good communication skills, both written and verbal are essential.
Good working knowledge of computers essential.
4.4.Supervision Received
Supervision from the Fee Earner to whom you are assigned on a day to day basis and then ultimate responsibility to the Department Head. Also supervision from the Office Manager in line with your reception duties.
4.5.Contacts
Staff within the Firm, clients and outside organisations.
4.6.Experience
Previous experience of working in a legal secretarial role within the family department or within a legal secretarial roledesirable. Previous experience of working within a reception background is desirable but not essential.
4.7.Qualifications
GCSE Maths and English Grade A-C is essential.
Updated October 2016