Legal Secretary - EPI Bristol

DAC Beachcroft•Seekonk, MA

9d•Hybrid

About The Position

Working as part of a team, you will be required to provide an excellent standard of secretarial support to the Bristol Employment team. You will also be required to provide support across the other practice groups as and when required. Working individually and as a team to act as a point of contact for lawyers and to ensure the effective completion of their work, as well as undertaking a variety of secretarial tasks. Provide a high quality, comprehensive workflow management and organisational service to lawyers in the group and exceptional client service.

Requirements

Experience of working in a legal or professional services environment
An aptitude for managing multiple priorities, producing documents and client communications of the highest standard
Advanced knowledge of Microsoft Office
Advanced knowledge of document management/case management systems
An effective communicator with an excellent customer and client service approach; striving to provide exceptional service at all times
Customer/client service focused
Proven experience of managing client facing tasks and priorities, with a hands-on, practical approach
Effective at investigating issues and seeing a problem through to conclusion
Conscientious, taking personal responsibility for own work and accountability for its delivery and quality
Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges
Positive can-do attitude with the ability to adapt to change
Confidential and discreet but able to redirect information when appropriate to ensure areas of concern are resolved effectively
Well organised and methodical with excellent attention to detail, ensuring accuracy in all client communications and deliverables

Responsibilities

Responsible for keeping up to date with client specific protocols and processes, implementing, providing guidance and training to others where necessary and ongoing monitoring
Handle outgoing correspondence including electronic communications and encryption of documents using secure data transmission methods in line with client requirements
Manage/General knowledge of case management system including adding outgoing correspondence and associated documentation on behalf of fee earners
Collate enclosures for outgoing correspondence, instructions to Counsel, experts etc using electronic bundling and encryption software
General knowledge of case management system including running ad hoc documents
Email management – filing, saving, locating, deleting, responding where applicable and referring incoming mail to others as necessary and managing Inbox on behalf of colleagues as and when required
Print, file, photocopy, scan, fax and archive documents as and when required
Ensure that client contact information is kept up to date
Update document bundles for fee earners
Keep case files organised and logical
Assist with incoming billing and accounts queries
Answer and make telephone calls
Book client meetings
Assist with the planning and booking of travel arrangements
Assist with ad-hoc business development and communications activities e.g. client contact reports, delegate packs etc.
Maintain a level of individual knowledge required for the role
Occasional preparation of correspondence and documents from digital dictation
Help maintain a clean office and clear desk
Handle confidential information in line with the firms data security protocols
Key point of contact for lawyers to maintain relationships and ensure a high level of support is always provided.
Monitor post and/or emails and dealing with as appropriate ensuring all client related correspondence is passed on to an appropriate lawyer and actioned as necessary; proactively responding to and drafting responses on behalf of others, prioritising emails, collating necessary paperwork and e-filing
Liaising with and providing support to their immediate colleagues in the department, and where practical, other legal and support departments as requested by STL. Assisting others where there is spare capacity or it is evident that a colleague needs assistance with their workload
Answering phone calls for other members of the team when they are away from their desk
Liaison with and taking direction from your STL
Liaise with the STL over any planned absences, arranging cover as necessary and communicating this to the relevant lawyers
Assisting lawyers with billing related tasks
Reviewing and updating time allocation and disbursements ensuring appropriate matter allocation
Request cheques, bank transfers, and paying in money received, as appropriate
Supporting the co-ordination of the WIP process
Dealing with matter related finance administration to include BACs, TTs etc.
Processing expenses
Arranging and attending team meetings
Liaising with lawyers, STLs and Secretarial Managers (SM) to take instruction and liaise on work requirements
Consistently and appropriately update service users on progress where appropriate
Regularly offer assistance wherever possible
Understands DAC Beachcroft is an international firm. Works with awareness of this structure to operate as one team/brand.
Actively operates in the best interests of the firm at all times internally and externally.
Operates in a regulated environment, effectively managing risk and compliance issues including data security.
Works in partnership with others to manage and mitigate commercial risk.