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Role Description –Legal Secretary

Secretaries provide high level PA and Secretarial support to partners and professional staff. The tasks are varied and a good PA/Secretary will need an in-depth knowledge of the organisation and staff in order to juggle their workload effectively. On an average day they will: organise, prepare and manage a number of legal related documents, reports and presentation, screen phone calls and deal with any enquiries that don’t need to be passed on; make appointments, plan and manage diaries; organise and attend meetings taking minutes when required; deal with incoming emails, faxes, post; filing, make travel arrangement; assist with any projects and be a spokesperson for partners in their absence.

Sectaries build solid relationships with all clients and staff and have the ability to manage difficult people or situations. They have an understanding of legal terminology and can direct enquiries to the appropriate person.

Listed below are the duties and responsibilities normally performed in this role.

  • Reading, monitoring and responding to the partners and authors email.
  • Anticipating requirements and providing appropriate administrative supporrt for partners and authors.
  • Preparing legal documentation, correspondence, reports and presentations
  • Ensures all important documents are scanned in to the Matter and or client within infinity.
  • Ensures all files are closed correctly and in line with our risk and file management process.
  • Printing draft bills and proactively assisting with the firms monthly billing process.
  • Answering calls and handling queries.
  • Managing partners and authors electronic diaries.
  • Organising travel and preparing complex travel itineraries.
  • Planning, organising and managing meeting and events. Preparing papers for meetings and writing minutes as required.
  • Any other tasks as delegated by their authors.

Knowledge & Experience / Personal Attributes and Skills
Min 4-5 years' secondary schooling and occupational skills to a high level of competency through senior secondary schooling or occupational courses. / Good relationship management skills
Min 2/3 years experience as a Legal Secretary/Personal Assistant or similar position. / Is visibly energetic, dynamic, and motivated to learn and advance own experience and career
Advanced level of experience in the use of Word, Outlook & Excel / Is respected
High level of accuracy and speed with dictation typing. / Proactive rather than passive in work, taking the initiative in tasks beyond those required
High level organisation skills / Possesses a co-operative and collaborative attitude.
Experience dealing with and resolving clients enquiries over the phone / Demonstrates high ethical standards. Is trusted & operates with integrity

JOB DESCRIPTION - LEGAL SECRETARY COMMERCIAL CHC.DOC:tm