LEGAL SECRETARY - Maze Recruitment Services Limited : Job Details

JOB TITLE: LEGAL SECRETARY - HYBRID

SALARY: £30,000

HOURS OF WORK: 9am - 5.30pm Monday to Friday

LOCATION: Manchester City Centre

BENEFITS: 25+stat holidays - Death in Service, Pension + More!

A leading commercial law firm based in Manchester City Centre is looking to hire a Legal Secretary to join a well-established and friendly team. The position will be full-time and is Hybrid, offering the opportunity to WFH 2 days per week once trained. The firm covers a wide range of disciplines and would be keen to find someone with previous legal secretarial experience. The ideal person will be very strong with document production and be comfortable tracking changes in Word.

Main Purpose of the role:

Report directly to a fee earner or fee earner and provide secretarial support to him/her and the team as directed.

JOB DESCRIPTION:

• Provide comprehensive support for all fee earners in effectively managing all essential tasks
• Work closely with Team Leader in identifying and resolving issues in their initial stages
• Work closely with the Department Support in liaising and ensuring that work is supplied and processed in the most efficient manner.
• Communicate in a courteous and professional manner with clients, other contacts and internal staff on the telephone and by email, relaying detailed messages and providing assistance where possible
• Type lengthy documents using the in-house style and format/amend as appropriate using track changes, cross referencing and include a table of contents
• Document comparison- running comparisons between two different documents
• Transcribing handwritten or audio notes, always ensuring that they are accurate and saved to the correct file
• Preparation of engrossment documents (either hard copy or electronic format) in original and counterpart, including annexures where relevant.
• Type work as dictated or requested by the fee earner(s) using BigHand digital dictation system, in-house case manager system and Microsoft Word or other applications, as applicable
• Create new clients, matters and contacts in the Partner for Windows database with full and accurate data in line with the company’s file opening and entity creation procedures
• Maintain the inhouse database in line with the company’s procedures and the Data Protection Act, ensuring that all data is accurate and up to date at all times
• Filing, both paper and electronic (to case manager system) and keeping the same up-to-date
• Record undertakings in accordance with the firm’s procedures
• Assist with the scanning of original documents, always ensuring that they are scanned to the correct file and using the firm’s adopted naming convention
• Scan and rename the daily incoming post and field to the relevant Department Support
• Prepare correspondence, documents and enclosures as applicable ready for signature, and ensure all relevant enclosures are attached to the main document prepared for posting
• Ensure that signed correspondence is sent promptly to the Post Room
• Printing letters, documents and large bundles to meet deadlines and always ensuring that the quality is of a high standard and matches the brief
• Scan and log acceptance of signed Terms of Engagement in a timely fashion, ensuring that all steps have been taken to comply with the firm’s procedures
• Add and maintain our client’s 'prospect register’, where necessary, ensuring that the fee earner is chased for up-to-date information
• Maintain the 'Referrals In’ and 'Referrals Out’ register
• Run various marketing reports as and when required

PERSON SPECIFICATION:

• Minimum experience of 12 months as a Legal Secretary
• Experience with track changes, cross-referencing, table of contents, automatic numbering, and page numbering and can perform to house style.
• Excellent organisational skills and is able to meet deadlines
• Works well under pressure
• Attention to detail
• Keen to learn
• Team player
• Professional and helpful manner
• Experience with a case management system
• Excellent knowledge of Microsoft Word
• Experience with Microsoft Excel
• Audio typing experience
• Able to carry out tasks independently and show initiative
• Confidence in the ability to deal with clients and other parties either by phone, email or in person.

Due to the high volume of applications we receive, we may not be able to respond to every submission immediately. If your skills and experience align with the requirements of this role or any other vacancy we currently have, we will typically reach out to you within 24 - 48 hours of receiving your application. We encourage you to apply for additional opportunities if they match your interests and qualifications.