Job Details

Recruiting for 3 x Junior Legal Secretaries - Leading International Law firm up to £26,000

The role of the Junior Legal Secretary is to provide a first-class professional support service. The support provided will be as part of a team with shared responsibilities and collective accountability. Junior Legal Secretaries will be expected to manage jobs through a shared mailbox and priortise as per deadlines and as directed by the Workflow Co-ordinator.

The Junior Legal Secretary is expected, on a daily basis, to create a positive working relationship with their clients and team members. The keys to success in this role are flexibility, staying calm under pressure, having excellent planning and prioritising skills.

The Junior Legal Secretary support both practice areas and business services predominantly with the following tasks:

• Blacklines/Compares
• Booking Meeting Rooms (London and Overseas)
• Booking Client Entertainment (e. restaurants, tickets)
• Booking travel and taxis
• Entering contacts card into outlook or interaction
• Creating Letters and making minor amendments
• Expenses
• GPMS - running reports, amending narratives
• Mail - post/courier
• Photocopying/Scanning
• Printing
• Creating Bound Volumes
• Datarooms - printing/downloading
• Events - collating RSVPs, preparing badges, client registration
• Billing - creating letter, amending narratives, searching for previous invoices
• Creating folders - indexes and labels
• Audio Transcription - digital and tape

There are six key categories, detailed below, which describe the core areas of the support service provided by a Junior Legal Secretary.

• Client Support - supporting clients and the business needs in a proactive manner across the firm
• Team Support - working collaboratively with team members across the firm to provide a responsive and professional support service to fee earners and clients
• Administrative Support - high volumes of printing. Maintaining overall support through core administrative and communication activities. Filing activities
• Document Production - document processing, involving the Document Production Unit if required
• Diary/Meeting Management - managing your own diary and that of your allocated Service Centre to ensure team cover/shifts are assigned accordingly and the workflow is not affected
• Flexible and Agile Working - working as part of a small team (allocated department) and an overall large team (Service Centre) will require flexible and agile working. You may need to pick up and move to another team or our other building in Canary Wharf, depending on where support is required.

Common Practices

Junior Legal Secretaries are also required to adhere to the firm's common practices that have been established for the following core administrative activities and legal processes:

• document management systems
• document house and drafting style
• audio conferencing
• filing
• fact file
• managing diaries and meeting rooms
• planned absence
• telephone and voicemail
• unplanned absence

A Junior Legal Secretary will be assessed on the basis of their performance. Contribution will be measured according to the individual's delivery against the core role competencies identified below, together with additional objectives. Performance is measured by reviewing the individual's ability to demonstrate the behaviour and skills outlined in the Competency Framework and supported by the firm's values. These skills and behaviours are grouped under the following headings:

• Technical
• Administration
• Organising & Managing Resources
• Working Relationships
• Communicating & Influencing
• Commitment & Self-Motivation
• Analytical Thought & Problem Solving
• Leading & Developing Others
• Organisational/Strategic Thinking

Qualifications

Technical Skills

• Minimum typing speed 50 wpm with a good level of accuracy
• Good knowledge of Word, PowerPoint, Excel and Outlook

Experience / Skills

• Previous experience of working in a similar role within a professional services organisation would be an advantage and/or having been on a Work Experience student placement within a Law firm as part of CILEX course.
• Excellent organisation and interpersonal skills
• Proactive and motivated to learn
• Exceptional team player and ability to work autonomously

Qualifications

• 5 A*-C GCSEs, including English and Maths
• Ideally you will have either CILEX Diploma for Legal Secretaries, A Level equivalent or BTEC administration course