Float Legal Secretary

Float Legal Secretary(×1)
Reading (RG1)

General Scope of the Job:
To provide secretarial cover for holidays and sickness in each department as required
To provide assistance to other secretaries when required
To have a good understanding of the firm’s systems to trouble-shoot issueswhere necessary and if unable to resolve to escalate to the relevant person
1. Provides a Secretarial / Typing Service to Solicitors
Works as part of a team across the whole office, as directed by the JMP’s PA and according to work levels throughout the firm to ensure that all solicitors and secretaries receive appropriate support
Provision of reports, charts, spreadsheets and similar documents as required by each department
Ensures that all typed work returned from outsourcing service meets the Firm’s quality standards with regard to accuracy and ensure enclosures are ready. Proof reads and correct errors, checking work for correct use of grammar, spelling and sentence construction
Receives calls both face-to-face and on the telephone in a courteous manner and ensuring confidentiality
Files correspondence and maintains systems accurately and efficiently
Ensures outgoing mail is complete and ready by the required deadline
Arranges meetings, including rooms, refreshments, and travel arrangements as required
o Makes preparatory arrangements, documentation (agenda and accompanying papers, minutes, attendance notes), under the direction of solicitors
o Follows-up decisions taken / actions to be taken
2. General Duties
Photocopying, small volumes to accompany correspondence and where necessary high priority documents regardless of size Faxes, scans etc documents as required
3. Managing client files
Opens files in accordance with Firm’s client care standards
Undertake conflict searches and other searches as appropriate
Prepares client care letters to send to all new clients together with terms of business and money laundering procedures
Assists with billing at appropriate intervals in accordance with Accounts procedures
Closes files in accordance with the Firm’s detailed systems
It is expected that secretaries have the ability to maintain files to Lexcel standard
4. Knowledge and understanding
Updating skills and using technology as required e.g. faxes, scanners etc.
Has a sound knowledge and understanding of and demonstrates appropriately
o The importance of client care in business development
o Team working and co-operation
o Standard office, practice area and team procedures, process excellence
o How the office technologies work including Word, Excel and PowerPoint
o Structure of the organisation
o Functions and relationship of different departments
o Formal lines of authority
o The Firm’s complaints procedures and appropriate contacts
o The Firm’s professional commitments and appropriate conduct
5. Using office systems and IT
Maintains conventional and electronic filing systems
Updates CMS including Envision e.g.: material on existing or potential clients
Ensures that printing, fax equipment and copiers in the immediate working area are working effectively and liaising with IT support if required
Communicating progress on tasks/ responsibilities to other secretaries as required
Encouraging all staff to make best use of technology available
Person specification

Preferably experience of working within a law firm and ideally within a Property team and/or Family team (familiarity with the forms and references used here would be beneficial)
Good and accurate typing speed (60 WPM)
Familiar with dictation and if possible outsourcing
Strong understanding of Microsoft office products including Outlook, Excel,
Word and PowerPoint
Flexible and easy going
Robust and confident
Team player


To apply for this job email your details to chris@rsoltd.com