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- Handle incoming telephone calls, assisting clients with enquiries when the lawyer is unavailable.
- Welcome and assist clients visiting the office without appointments, addressing queries, taking messages, and making detailed file notes on behalf of the lawyers.
- Open and close client files in accordance with standard procedures, including conducting online money laundering checks and supporting manual risk management checks.
- Communicate with clients as instructed by lawyers.
- Manage lawyers' diaries, schedule appointments, and coordinate internal and external meetings, including booking meeting rooms and arranging refreshments.
- Organise outgoing post and emails efficiently.
- Maintain internal and client files, ensuring all information is consistently up-to-date.
- Provide typing support for lawyers, including drafting standard letters and forms for lawyer approval.
- Handle general document management, including requesting and logging deeds entering and leaving the firm.
- Coordinate with the accounts team to ensure accurate and timely financial administration, including processing transaction requisitions through the Peppermint system, recording cheque details, and passing them to accounts.
- Input client and potential client contact details into Peppermint, Isokon (probate case management system), and Hoowla (residential case management system).
- Perform general administrative tasks such as photocopying and archiving files.
- Maintain a clean, organised office environment.
- Report any issues with IT, telephones, or printers.
- Collaborate with the wider team, providing secretarial and telephone cover as needed.
- Assist with client and administrative matters, including risk management tasks.
- Adhere to firm policies and procedures, demonstrating compliance and familiarity at all times.
- Previous secretarial experience in a law firm is desirable.
- Strong client relationship skills with a confident approach.
- Good understanding of client service and the context of the work.
- Fast, accurate keyboard skills (minimum 50 wpm).
- Excellent grammar, spelling, and communication skills.
- Proficient in relevant software packages and case management systems.
- High level of organisation with the ability to prioritise tasks.
- Initiative and willingness to take direction and feedback positively.
- Ability to remain calm under pressure.
- Punctual with good timekeeping.
- Smart, professional appearance.
- Attention to detail.
- Trustworthy and reliable.
