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0117 325 2929

Legal secretary (part-time)

As legal secretary, you will provide direct support to the Litigation department to enable each of them to operate at optimum efficiency.

Key responsibilities +

  • Typing, using SOS Connect, Laserform and digital dictation to manage all current and archived matters, including managing existing contacts and client data, and creating new contacts, clients and matters
  • Setting up litigation files (e.g. property dispute, personal injury, debt recovery, employment, etc.)
  • Using and entering information on SOS Connect
  • Assisting the team in tackling money laundering cases
  • Ensuring compliance with department and firm wide training and requirements
  • Preparing correspondence and documents in accordance with the Firm’s procedures
  • Administer filing which will include opening, closing, storage and retrieval of files in accordance with the detailed procedures contained within the Office Manual
  • Carrying out conflict checks
  • Liaising with clients, other solicitors, the Courts, barristers, Defendants and their representatives, hospitals, Tribunals and others
  • Chasing information where necessary
  • Dealing with new enquiries and cross referrals within the Firm
  • Organising meetings and conferences with clients and others. Making travel arrangements and arranging refreshments where necessary
  • Arranging training for fee earners and dealing with accounts for payment
  • Organising bank payments to clients and third parties upon instruction
  • Prepare the conference room for meetings as necessary, and for the tidying and clearance of the room at the end
  • Using SOS Connect and Laserform software to prepare basic forms, including Court papers and those required for applications
  • Preparing Court bundles and instructions to Counsel
  • Photocopying, scanning, taking telephone messages and filing, checking and sending post
  • Adding dates and deadlines to diaries
  • Researching of information when required
  • Requesting documents from archives
  • Maintenance of file format and content in accordance with the Office Manual
  • Meeting with clients to complete basic forms or obtain further information and instructions
  • Assisting with reception duties when required
  • Checking incoming post in absence of fee earner to see what is to be actioned. Ensuring that full notes are on files/SOS Connect and that the fee earner is notified by email of all work done on the files in their absence
  • Recording billable time when appropriate to do so
  • Assisting with work for other colleagues
  • Undertaking specific training when required to do so and overall responsibility towards self-development
  • Ensuring the confidentiality of all the Firm’s and clients’ documentation and information
  • Any other reasonable duties as directed by your manager

Accounts procedures

  • Preparing private client bills
  • Requesting cheques
  • Obtaining Partner’s signature to cheques
  • Requesting bank payments and transfer of money between client and office accounts
  • Referring amendments to cheques and bills to partners for approval, and dealing with the formalities for such amendments

Person specification +

Knowledge + experience

Essential

  • Previous secretarial experience within the legal sector
  • Experience of dealing with clients
  • Able to work to accurately within required deadlines
  • Experience of working in a fast paced environment
  • Able to use case management software
  • Experience of working as part of a team, having the flexibility to work for more than one FE when required

Desirable

  • Experience of working within litigation

Qualifications

  • GCSE (or equivalent) in English and Maths

Skills + competencies

Team orientation

  • Ability to motivate oneself
  • Enjoys working as part of a team helps and supports others
  • Ability to use your own initiative

Communication

  • Ability to convey information accurately and make self be understood
  • Can communicate effectively with people at all levels

People management

  • Ability to prioritise own workload using a systematic approach
  • Able to be fully productive without being prompted and produces good quality work within own abilities
  • Ability to balance tasks, structure own workload to make best use of time and resources, delivers to deadline
  • Ability to work for a team of fee earners

Customer focus

  • Listens carefully to client’s situation and needs, asks relevant questions and records correctly
  • Has full understanding of the range of responses and actions available, ensures any commitments made are accurately recorded

Results orientation

  • Ability to work calmly and maintain a disciplined approach to the task under the pressure of deadlines and/or changing objectives

Problem solving

  • Able to identify recurring problems within own area of work and take appropriate action
  • Ability to use own initiative in making sound decisions

Location and salary +

  • Based at our Queen Square office
  • Salary DOE
  • Approx. 21 hours per week (Mondays, Tuesdays and Thursdays)

      Closing date +

      • Closing date: Friday 22nd February 2019

      Apply +

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      Have questions about this role? Drop our HR team an email or call us on 0117 325 2929. To find out more about life at Barcan+Kirby, download our careers guide.

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