Legal Secretary

Applications closed 31.08.2021

Job Title: Legal Secretary

  • Department: Support Staff
    Responsible to: Lisa Wood (MD)
  • Salary: Dependent on experience and calibre of the applicant.
  • Please send to [email protected]:
    • Up to date CV.
    • Include a brief summary of why you want to work for WTW solicitors and what you feel you can add to the team.

Job Purpose – Brief description of the role

  • To provide a high quality, professional secretarial and administrative service for the firm.
    To act as a positive point of contact for clients, visitors and third parties.
    To portray the firm in the highest possible professional manner.
    To ensure that enquiries are efficiently and courteously handled to the mutual satisfaction of the directors and client/visitor/third party.

Main Duties

  • Client Management System (CMS):
    • Accurate input of new client data & updates to existing client data.
    • Saving correspondence, emails and file notes onto the appropriate client’s matter.
    • Accurate time recording entries.
  • Accurate audio and copy typing in relation to:
    • Letters.
    • Emails.
    • Statements.
    • Attendance Notes.
    • Telephone Notes.
    • Any other documents.
  • Opening client files.
  • Closing client files i.e.
    • Check that there are no original documents in the file.
    • Check that ledgers are clear.
    • Print out the ledger.
    • Complete the file closure sheet.
    • Pass the file to the appropriate administrator to close and archive.
  • Advising clients on any updates or progress on their matter.
  • If booking an appointment taking sufficient details in order for the appropriate fee earner to prepare for the first appointment.
  • Book in, amend and cancel appointments in line with the firm’s appointments procedures.
  • Answer incoming telephone calls, ensuring calls are documented and redirected accordingly.
  • Check personal emails on a regular basis.
  • Telephone calls – dealing with clients, third parties and other professionals in an appropriate, friendly and efficient manner.
  • Accompanying fee earners to client, and any other meetings, as and when required.
  • Setting up conference rooms with refreshments as and when required.
  • To undertake general office & administrative duties:
    • Document production.
    • Court bundles.
    • Photocopying.
    • Faxing.
    • Scanning.
  • To prioritise workloads in a manner that supports the business, meets clients’ expectations and the requirements of the directors.
  • Undertake additional administration tasks as required by the firm in an effective and efficient manner.
  • Act in accordance with the firm’s Office Manual and the supporting policies & procedures.

Additional Duties

  • Reception cover (lunchtimes/holidays) including:
    • Greeting clients and visitors to the firm.
    • Book in, amend and cancel appointments in line with the firm’s appointments procedures.
    • Ensure that clients/visitors without appointments are dealt with appropriately. Either seen by a fee earner if available or booked in at a mutually convenient time.
    • Receive and accurately record client/new client details for any appointment.
    • Ensure computerised appointment system is up-to-date and all necessary details recorded.
    • Respond to and/or redirect all client and visitor requests.
    • Accept payments face to face or over the phone and issue receipts.
    • If handling client files or client information on reception ensure that it meets with Data Protection requirements (General Data Protection Regulation).
    • Copying identification & other documents.
    • Signing for deliveries.
    • Accepting documents and packages from clients. Recording details and passing to appropriate fee earner.

PLEASE NOTE:

  • This job description is not exhaustive and may be adjusted periodically after review and consultation.
    You may also be expected to carry out additional duties as and when required by the firm.
  • To work safely in accordance with legislative requirements and the firm’s Office Manual.
  • Meet all regulative requirements of the role e.g. anti-money laundering, equality & diversity, data protection.