Job Title:PA/Legal Secretary

Overall Purpose of the Job:The primary role of the PA/Legal Secretary is to provide direct support to the Head of Department, enabling optimal efficiency. This role requires a high degree of self-management and initiative, encompassing the responsibilities detailed below.

Department:Private ClientKey Tasks, Duties, and Quality Standards:* Prepare correspondence and documents, including transcribing digital dictation.* Administer filing, including daily filing and the opening, closing, storage, and retrieval of client files as per office manual procedures.* Prepare mail and enclosures for dispatch.* Arrange copying tasks, either personally or via an office assistant.* Schedule appointments, arrange meetings, and maintain an up-to-date diary for the principal.* Prepare and tidy conference rooms for meetings, providing refreshments if required.* Provide support to other secretaries as needed.* Offer guidance to junior and temporary secretaries.* Progress client matters without fee earner supervision in their absence.* Attend to clients both in person and on the telephone, providing professional and friendly support consistent with the firm's client care standards.* Undertake specific training as required and maintain responsibility for self-development.* Ensure confidentiality of all firm and client documentation and information.* Undertake online form-filling requirements.* Operate the Firm's Case Management System.* Consider and implement efficiency improvements within the department.* Perform other duties as required by the firm.Additional and/or Different Duties:This job description is not exhaustive. The firm reserves the right to vary the duties and responsibilities of the post holder at any time according to the business needs.

Person Specification:Essential Personal Qualities, Skills, Knowledge, and Abilities (Competencies):* Substantial previous legal secretarial experience at the PA level, including at least 2 years in the specialist area.* Advanced IT skills in relevant packages and excellent typing speed.* Ability to keep up with the fee earner's work production and understanding of their working preferences (for internal promotions).* High accuracy levels.* Proactive approach to work with a positive attitude.* Excellent client service skills, with the ability to interact well with both internal and external clients.* Ability and willingness to:o Work to deadlines.o Cope under pressure.o Prioritize workloads effectively.o Work as part of a team.* Clear commitment to the firm and a genuine interest in legal work.* High level of courtesy and respect when dealing with all colleagues, including central management, IT, HR, and marketing, as well as clients/contacts.* Willingness to take on other tasks as required by fee earners.Desirable Skills, Knowledge, and Abilities (Competencies):* Prior knowledge of Evolution or other case management systems.* Knowledge of law/legal practice.

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