Job Details

We are looking for 2 legal secretaries to join our Private Client team and 1 legal secretary to join our Dispute Resolution team. 

Company overview
Debenhams Ottaway is a modern, client focused law firm based in St Albans and Radlett working with businesses of the future and thriving families and individuals in Hertfordshire and London. 
Our long and successful history as leading advisers to private families and individuals is now complemented by our  fast growing commercial work with medium sized businesses, owner managed businesses and entrepreneurs. Debenhams Ottaway believes passionately in building the best teams with the energy and imagination to provide the highest quality legal advice.

Overview
To provide secretarial and administrative assistance to a minimum of 2 Partners and Lawyers.
Please note that the weighting and combination of responsibilities listed below may vary from one secretarial post to another depending on the Team that the Secretary supports.

Key Responsibilities for Secretaries in all Departments
•    Opening and closing client files in accordance with standard procedures including performing on-line money laundering checks
•    Answer the telephone or meet clients who call into the office without an appointment on behalf of the Lawyers, answering queries and taking messages where appropriate and making appropriate file notes
•    Liaison with clients as instructed
•    Maintain Lawyers’ diaries and make appointments
•    Organise internal and external meetings including meeting room bookings and if appropriate organising refreshments.
•    Manage outgoing post and emails as required.
•    Maintaining internal and client files to ensure they are up-to-date at all times.
•    Undertake typing duties for Lawyers
•    Collate work received from the outsourcing company including arranging necessary enclosures so that it is ready to send out
•    Liaison with the Accounts Department as appropriate to ensure timely and accurate accounts administration, including receiving cheques, entering on file and passing to accounts
•    Input onto Peppermint and/or Isokon client and potential client contact details
•    Undertake administrative duties such as photocopying
•    Administration associated with the archiving of files
•    Create and maintain a tidy and well organised office environment.
•    Ensure any faults with the department’s IT, printing, photocopying and fax machines are reported appropriately 
•    Work as part of a team, assisting with secretarial and telephone cover as required.
•    Act on instructions from Lawyers to perform tasks in connection with client/administrative matters

Additional Private Client Secretary Duties
•    Update and keep track of legal documents such as wills and deeds as per the required procedure
•    Maintaining “chaser system” for clients on wills and probate matters

Attributes Required
•    Secretarial experience in a Law firm is desirable
•    A good understanding of the context in which the work is being done
•    Fast and accurate keyboard skills – 50 wpm minimum
•    Good grasp of grammar and spelling
•    Good written and verbal communication skills
•    Computer Literacy in relevant software packages
•    Organisation skills including the ability to prioritise work
•    Initiative
•    Ability to follow instructions given
•    Ability to cope with pressure and maintain a calm manner at all times
•    Good time keeping
•    Smart appearance
•    Attention to detail