Legal Secretary

Eversheds Sutherland
06 Sep 2017
19 Sep 2017
Contract Type
Full Time
About Eversheds Sutherland:

To provide high level secretarial assistance to a team of legal advisers/partners or key clients.

This role description covers the main tasks typically required of our legal secretaries, however this may vary depending on the exact requirements of the legal advisers/partners you support.

Key responsibilities:

It is expected that, with limited supervision, the secretary will be able to proactively support a team of legal advisers/partners/key clients and produce high quality documents, manage extremely busy diaries, arrange complex travel itineraries and have an enthusiastic approach to dealing with day to day tasks and longer term initiatives/projects.

You will be responsible for a broad range of activities, including:

Documents and correspondence - producing high quality documents and ensuring files are maintained:

Pro-active and appropriate use of Outsourced Document Production teams, taking responsibility for collating correspondence and enclosures, Providing feedback where appropriate to Office Manager.
Urgent/confidential work delivered to Eversheds House-style. (Dictation, manuscript, copy typing and production of pitches and tenders).
Assisting legal advisers to open new matters, following the firm¡¦s procedures.
Proactively manage file closure/archiving/scheduling.
Assisting legal advisers with electronic filing in line with Eversheds guidelines.
Managing document printing (engrossment, general printing and photocopying), collation, production and copying of court bundles, ensuring the appropriate resources are used where possible.

Client and Business Development support - contributing to the development of the business and delivering excellent service to our clients:

Support legal advisers with marketing and Business Development related activity, including organising events, preparing marketing activity reports and Meet & Greets.
Assist legal advisers with follow-up to business development activities, such as drafting thank you letters, arranging follow-up meetings and diarising reminders.
Work with legal advisers to update contact database lists.
Deal with incoming telephone calls in a professional and efficient manner, take and pass on clear messages, to assist in answering any non-legal queries.
In Legal Advisers absence acknowledge receipt of e-mails and post, respond or refer where appropriate thus ensuring a positive client experience
Management of client extranets.
Ensuring client confidentiality is maintained at all times.

Support of Principals - using strong organisational skills to ensure that legal advisers have all the information they require:

Comprehensive and proactive diary and travel management, anticipating future demands of team members and actions required. Manage critical diary dates.
Organising and planning meetings, to include coordinating agendas and papers for internal and external meetings, booking travel and arranging for necessary equipment and refreshments.
General administration (including room bookings, expenses, responding to central and Practice Group initiatives/requests).
Help arrange internal training events.
Preparing presentation slides and materials for internal/external meetings and seminars.
Maintaining client information on client files/Marketing Database/Internal Client Engagement Bank/Webinars/Sharepoint/Practice Group Mail boxes/Diploma admin.
Proactive management/delegation of secretarial related tasks.

Knowledge Management - helping to maintain and build our knowledge systems:

Supporting knowledge management and knowledge resources in the team.

Financial Administration - providing a comprehensive financial administration service to support legal advisers:

Providing sound comprehensive financial administrative support to Legal Advisers; ensuring compliance with legal, firm wide and practice group specific policies and procedures.
Proactive Billing and Financial Support; monthly/quarterly billing runs; management of client accounts; resolving internal/external financial queries; preparation and submission or payment of third party invoices, dealing with incoming and outgoing monies.
Database management; to include rate changes at client and matter level. Proactively closing files once all outstanding invoices have been paid and ensuring that any requisite changes are made to the Elite database.
Client support; preparation and submission of client reports to include financial data and transaction status.
Preparation and submission of legal advisers¡¦ expense claims; securing receipts and information following client meetings.
Assisting legal advisers with any other finance related task including daily time recording.

Support of colleagues - working with others as part of a team:

Takes account of others¡¦ workloads and offers to help.
Coach and train new team members, as and when required.
Share knowledge of IT systems and other specialist skills.
Any other task allocated by Office Manager to reduce non-chargeable time being incurred by legal advisers.

Key competencies:

Supports and champions all firmwide initiatives.
Seeks to provide outstanding levels of client service at all times. Projects a positive and professional image of the firm to clients.
Seeks opportunities to grow and share knowledge and learn about wider business activity.
Injects energy and enthusiasm into the team.
Uses initiative and anticipates what is needed and takes appropriate action. Demonstrates confidence in own ability.
Focuses on solutions, not problems.
Demonstrates a wide range of skills including excellent interpersonal, organisational, verbal and written communication skills.
Highly-motivated, accurate, works well under pressure and has a ¡¥can do¡¦ approach.
Has ability to learn new systems and influence others to do the same.
Ability to interpret financial information to fully support the fee earner in their client and matter management responsibilities.
Working knowledge of Solicitors Accounts Rules and their impact on key financial transactions.
Working knowledge of key financial transactions including client/office payments and receipts, and billing.
Has a good understanding of computer packages

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