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The accountabilities within this job description support our strategic framework, which includes:

being trusted advisors to our clients and colleagues;
working to become recognised experts in our chosen specialisms; and
developing longstanding relationships with key clients and our internal teams.

They also support the “way we work” in encouraging all our employees to become trusted advisors, always driving to be better in our processes and the way we deliver our client service. We embrace individual talents and genuine expertise through a strong collaborative work ethic and support big-picture thinking whilst ensuring we also get the detail right.

Primary responsibilities are to:
provide the Alconbury office with operational, typing, secretarial and administrative support;
work responsibly to support the needs of the office and the priorities given; prioritise own workload effectively, delivering a quality service;
assist by troubleshooting on IT packages and act as buddy to help integrate new starters to the office;
assist with digital dictation and administrative support across the company in line with the company’s workflow ethic.



Day to day responsibilities are to:
meet clients’ needs and ensure they are kept advised as necessary, under the direction of the fee earner, and use own initiative to update client when necessary;
manage incoming and outgoing mail in all mediums, i.e. post, DX, emails and fax transmissions;
make appointments, arrange meetings and maintain office diaries as required, including providing refreshments if necessary, ensuring rooms are cleared and tidy;
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;
maintain stock levels; order stationery and housekeeping supplies on regular basis, keeping storage areas tidy and easily accessible;
ensure multi-function devices are fully stocked each morning;
liaise with cleaners re housekeeping and contractors re maintenance tasks;
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;
transcribe and prepare all correspondence and documents through audio-typing and word processing, using company precedents where appropriate;
draft simple memos, emails and letters, adhering to confidentiality standards;
operate case management system, including storing documents electronically;
carry out file archiving within SOS; retrieve files and subsequently return them to outside storage and arrange destruction of archived files;
be familiar with all relevant computer packages including, but not limited to:pdf docs, document conversion and tracked changes;
deal with administrative routines as required to include scanning, faxing and printing;
work within relevant administrative systems and procedures, particularly in the management of finances, recording time, preparation of bills and correspondence;
assist with organisation of in-house training, including setting up of webinar facilities;
ensure the confidentiality of all the company’s and clients’ information
appreciate legal procedures and company protocols;
undertake any specific training when required to do so to include attendance at all internal sessions, and have overall responsibility towards self-development;
be flexible as a member of the support team and assist with work as required, co-operating with peers and others, ensuring a co-operative team environment;
assist Operations Director with other routines and ad hoc tasks/projects and be mindful of general health and safety for the office and the building;
undertake any other reasonable requests from fee earners and/or supervisors.

Skills/experience should include:
experience as a legal secretary/secretary, including the use of a digital dictation tool;
experience of working in an internal, customer-facing role;
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;
an ability to organise own work effectively and plan well to meet required deadlines;
evidence of a problem solving, ‘can-do‘ attitude and the ability to work efficiently in a team environment;
experience of working in a professional organisation with the ability to demonstrate a basic knowledge of fee-earners’ work;
a commitment to ongoing professional development.

Reference : Float Team Legal Secretary jobs

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Published at 28-03-2022
Viewed: 186 times