Job Description

We are seeking an organised and client-focused Legal Secretary to join our established team. This office-based role offers the opportunity to provide high-quality administrative and secretarial support to fee earners, assist with the progression of legal matters and help maintain high standards of client service and compliance.

Key responsibilities:

• Provide comprehensive secretarial and administrative support to solicitors, legal executives and paralegals, including diary management, arranging meetings, preparing documents and coordinating appointments.
• Produce, format and proofread correspondence, attendance notes, reports, legal documents and client communications using firm precedents; ensure documents are accurate, clear and professionally presented.
• Open new matters, prepare and maintain electronic and paper files, update case management systems and ensure records are complete, organised and maintained in accordance with firm procedures.
• Assist with the progression of legal matters by monitoring key dates and deadlines, preparing task lists, collating information and following up with clients, fee earners and third parties as required.
• Handle incoming telephone calls, emails and post professionally and efficiently; take accurate messages, respond to routine enquiries and ensure urgent matters are referred promptly to the appropriate fee earner.
• Prepare and manage meeting papers, bundles and file materials; arrange couriers, scanning, copying, filing and other administrative tasks to support the smooth operation of the team.
• Assist with billing and time recording processes, including preparing draft bills, monitoring outstanding information and liaising with accounts staff where required.
• Maintain confidentiality and comply with regulatory and firm requirements, including anti-money laundering checks, client identification, conflict checks, data protection and file management procedures.
• Contribute to the maintenance and improvement of team processes, precedents, templates and administrative workflows to promote efficiency and consistency.

Key skills and experience:

• Previous experience as a legal secretary, legal administrator or secretary within a law firm or professional services environment; experience supporting a property, litigation, private client or commercial team would be advantageous.
• Strong administrative, organisational and document production skills with excellent attention to detail and a methodical approach to file management.
• Confident use of Microsoft Office, including Word, Outlook and Excel, together with experience of legal case management and document management systems; able to learn new systems quickly.
• Excellent written and verbal communication skills with a professional manner when liaising with clients, colleagues, counsel, courts and other third parties.
• Ability to manage competing priorities, meet deadlines and remain calm under pressure while maintaining accuracy and a high standard of client service.
• Discreet and trustworthy, with a clear understanding of confidentiality, data protection and the importance of handling sensitive information appropriately.
• A collaborative team player who can work effectively with fee earners and support staff while also taking responsibility for completing tasks independently.
• Positive, proactive and commercially aware, with a willingness to contribute to the smooth running and continuous improvement of the team.