Legal Secretary – Family Office

Role title: Legal Secretary

Reporting structure: Reports to partner(s) in the relevant legal practice group

Location: Guernsey

Role requirements:

The post holder will work as part of a team of secretaries providing secretarial and administrative support to a group of designated fee earners allowing for fee earners' time to be used more efficiently on client related work.

Principal duties

• Amending legal documents in an accurate and timely manner

• Checking and proof reading documents and amending as necessary

• Assisting in the creating of new clients/matters on Intapp and document management system

• Copy typing

• Audio typing

• Ensuring client files are updated ahead of meetings/Court Hearings

• Preparing of Court bundles

• Receiving of disclosure documents and ensuring all is in order prior to fee earner review

• Booking travel and courses on behalf of fee earners

• Answering telephones on behalf of the fee earner and relaying accurate messages

• Checking fee earners inboxes to ensure anything urgent is dealt with

• Assisting with conflict checks as and when required at the fee earners request

• Booking client meetings including the booking of meeting rooms, equipment and catering if required

• File management and archiving, ensuring all matter opening data is captured

• Working with M&BD, providing a range of administrative support as and when requested

• Checking and processing fee earner expense claims

• Assisting with billing and sending out invoices to the clients

Experience

• Previous experience with some or all of the above duties

• Previous experience of working in a legal environment would be beneficial

• Experience in the use of Microsoft office applications, specifically

• Work to a high degree of competence and Outlook. Knowledge of Excel would be useful.

• Good typing speeds and accuracy are essential

• Familiarity with the use of CRM systems would be helpful

Professional qualifications

• Good standard of education

• Secretarial/administration qualifications specifically would be an advantage

Personal characteristics

• Excellent planning and organisation skills

• Good written and verbal communication skills

• Team orientated with a flexible approach to assisting colleagues in a multi-team working environment

• Proactive

Conditions of work

• 35 hours per week with 90 minutes per day for lunch – standard working hours are 09.00am – 17:30pm

Benefits

• 25 days holiday entitlement with the ability to buy / sell 5 days per financial year

• Discretionary bonus scheme

• Private medical insurance (from day 1 with all previous conditions disregarded)

There is the option to add family members at candidates own cost

• Pension

• Permanent health insurance

• Life assurance x 4 annual salary