Job Details

As a float team legal secretary you have to be a team player who is versatile, quick thinking and likes a challenge. Primarily working at our prestigious offices in Peterborough, you will also be required to work at our Alconbury office when needed.

Roythornes is a commercial practice with a strong focus on agriculture and rural estates, the food sector and commercial property. We have ambitious plans for growth, but to realise them we need the right people.

Key responsibilities 

• To be a member of, and provide the Business Support Team with, typing, secretarial and administrative support, seconded to any department identified as requiring specific secretarial support

• To work responsibly to support the needs of the fee earners and prioritising own workload effectively, delivering a quality service

• To assist with digital dictation and administrative support across the company in line with the company’s workflow ethic

Day-to-day responsibilities

• To transcribe and prepare all correspondence and documents through audio-typing and word processing, using company precedents where appropriate,  ensuring proof-reading completed

• To confidently draft simple memos, emails and letters and use these together with standard letters to assist the fee earners to move matters on as appropriate

• To operate case management system including storing documents electronically – organising and attaching to relevant matters – including incoming and outgoing emails

• To be familiar with all relevant computer packages including, but not limited to:  PDF docs, document conversion and tracked changes

• To deal with administrative routines, as required, to include scanning, faxing, printing, copying and releasing matter-related emails from Mimecast

• To be involved in the efficient management of client/matter files to include general filing in a timely and accurate manner (both electronically and paper), file opening, preparation of client care letters, terms and conditions, gathering ID, file closures, archiving and retrieval, as required whilst ensuring the administration/filing within the team is up to date

• To make appointments, arrange meetings and maintain manager/fee earners’ diaries, as required, as well as preparing any necessary papers for meetings

• To undertake administrative elements of PD review and ensure these are followed up by arranging PD reviews between supervisor and matter manager, updating notes and following through on actions, including credit control

• To undertake administrative file reviews including taking responsibility for ensuring they are completed in a timely manner within the team

• To review fee earners’ timesheets (as applicable) and complete/post non-matter related time on their behalf; regularly review unassigned time items and post time when matter is opened, complete expense claims, ensuring e-form authorisations are progressing

• To manage incoming and outgoing mail in all media i.e. post, DX, emails and facsimile transmissions ensuring everything is stored on the electronic file

• To update fee earners’ CPD records

• Any other reasonable requests from fee earners and/or managers

• To ensure the confidentiality of all the company’s and clients’ documentation and information

• To personally undertake any specific training when required to do so to include attendance, and encouraging team attendance, at internal “At Home with” sessions, “Lunch and Learn” sessions and relevant “Bite Size” training and overall to have a responsibility towards self-development/endeavouring to improve own standards

• To work towards achieving Microsoft Word Accreditation at Expert level