City of London
£22000 - £26000 per annum
27 days ago
Recruiting for a Junior Legal Secretary - Leading international Law firm to work in an incredibly friendly team - c£25,000
The junior Legal Secretary will be responsible for providing professional core business support to practice areas and business professional teams. The support provided will be as part of a team with shared responsibilities and collective accountability working with the firm's other Business Professionals teams.
The Junior Legal Secretarial role is situated within a hub. There are a number of hubs across the London office. Working as part of a small team and an overall large team must be flexible and agile, with the ability to move as required to support other teams to meet business needs.
You will work with other Junior Legal Secretaries within the hub as well as provide support to Lawyers, Partners and Business Professional teams. You will have a number of Trainee Lawyers allocated to you for whom you and your team will provide dedicated support.
You will manage jobs through a shared mailbox and prioritise based on agreed deadlines and as directed by the Workflow Co-ordinator.
You are expected, on a daily basis, to create positive working relationships with clients and team members. The keys to success in this role are: flexibility, staying calm under pressure, having excellent planning and prioritising skills, as well as good communication skills and understanding that, whilst the tasks can, at times, be basic, the hub is a fundamental support function and is key to the smooth running of the firm.
You will provide support to an allocation of approximately 8-10 trainees in their practice area. You are responsible for the trainees' day to day administration support, as well as ensuring the trainees settle into their practice area by completing the onboarding process for each allocated trainee.
You will sit within the London office and be responsible for delegating and steering work to the appropriate specialist team, which may include Document Production Unit (DPU), Design and other Business Professionals teams.
You will support both practice areas and Business Professionals predominantly with the following tasks:
- Printing, scanning, copying and filing
- Creating Bound Volumes
- Entering contacts cards into Outlook or Interaction
- Creating letters and making minor document amendments via Adobe PDF and the Microsoft package
- Document management including converting to PDF, collating PDFs, renaming, document compares - standard and Change-Pro
- Liaising with Document Production Unit (DPU), as appropriate, in order to support fee earners/"users"
- Working with data rooms, including printing/downloading
- Setting up FileShare sites, uploading/downloading documents
- Creating folders - indexes and labels
- Audio transcribing - digital and tape
- Attending meetings and taking minutes/action notes
- Providing full support on video conferencing using the firms supported applications
- Supporting with the integration of new trainees into the team, general guidance on firm processes, arranging any equipment and ensuring full workstation set-up, scheduling introduction meetings with key personnel outside HR induction, and providing general advice on queries
- Handling internal and external post, including liaising with the mail room, as appropriate
- Saving and filing documentation using the firm's document management system
- Participating in the delivery of ad hoc projects and tasks, as required
- Maintaining overall support through core administrative and communication activities
- Booking meeting rooms (London and overseas)
- Booking client entertainment (e.g. restaurants, tickets)
- Arranging domestic and international travel: flights, trains, hotels, taxis, currency, maps and liaising with the in-house travel provider, as required.
- Previous experience of working in a support/administrative support role, ideally from working within a professional services firm would be an advantage, but not necessary
- Good knowledge of Word, PowerPoint, Excel and Outlook
- Excellent organisation skills with strong attention to detail
- Strong collaboration and interpersonal skills
- Excellent communication skills, both verbal and written
- Excellent work ethic; proactive and motivated to learn
- Exceptional team player with an ability to work autonomously
- Willingness and enthusiasm to work with and support different groups within the firm, as required
- Understands the importance of the role and how this contributes to the firm and its strategy
- 5 A*-C GCSEs, including English and Mathematics
- CILEX or BTEC Administration qualifications are desirable, but not essential