Receptionist/Legal Secretary

Our client is seeking a highly organised and detail-oriented Receptionist/Legal Secretary to join their legal team. As part of a reception team you will be the person receiving clients and visitors to the Practice. Providing support to the Personal Assistant to the Fee Earners in providing a secretarial service and administration assistance, where required to achieve a balanced workflow.

Duties:

• To take primary responsibility for receiving visitors to the building and telephone calls and to inform the appropriate personnel between 9am and 5pm.
• Check and take ID from clients and assist with their enquiries, both in person and on the telephone.
• To check on arrival every morning for any messages on the out of hours answer phone and to pass them on to the appropriate personnel.
• To carry out word processing of letters, documents, forms, memoranda and attendance notes via digital transcription and/or Osprey Approach software.
• To request payments from and submit receipts to the Accounts Department via the Practice Management software.
• To open files via the Case Management Package, and to ensure that they are correctly labelled and checklists are complete. In addition, to undertake from time to time tasks given to you by Head of Departments, including responding to client enquiries (training will be given).
• To carry out administration duties including retrieving files, filing, photocopying and ensuring that all post is ready to be taken to the Post Office.
• To check on arrival the Practice’s computerised Diary System to clarify Fee Earners’ movements and absences and to make Diary bookings for clients as appropriate.
• To operate the file storage system for the whole office and to deal with the purchasing of stationery and other consumable items or equipment.
• To undertake any other ad hoc duties that may be reasonably requested.
• To support the Wills and Probate Department in its provision of services especially the sending out of Will questionnaires, making appointments, receiving instructions and training from that Head of Department.

Knowledge & Experience:

• Legal experience
• Fast and accurate audio-typing
• Working knowledge Microsoft Word and Excel
• Good communicator – able to deal with people at all levels, including where there are barriers to understanding.
• Effective organisational skills
• Ability to handle sensitive information without compromising confidentiality or trust.
• Knowledge of Legal Software
• All Microsoft Packages

Duties

• Provide comprehensive administrative support to solicitors and legal teams.
• Draft, edit, and proofread legal documents, correspondence, and reports.
• Manage calendars and schedule appointments for legal professionals.
• Maintain accurate filing systems for both electronic and paper documents.
• Conduct research as required to assist with case preparation.
• Communicate effectively with clients, colleagues, and external parties.
• Handle audio typing tasks efficiently to transcribe recordings accurately.
• Utilise IT skills to manage office software including Word, Excel, Outlook, and other relevant applications.
• Ensure compliance with confidentiality protocols and data protection regulations.
• Assist in the preparation of trial bundles and other court documents.

Qualifications

• Proven experience as a Legal Secretary or in a similar administrative role within a legal environment is preferred.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) with strong IT skills.
• Excellent time management abilities to prioritise tasks effectively.
• Strong communication skills, both written and verbal.
• Familiarity with audio typing is advantageous.
• Attention to detail with a high level of accuracy in all tasks performed.
• Ability to work independently as well as part of a team in a fast-paced environment.
• A proactive approach to problem-solving and the ability to handle sensitive information discreetly.

If you are passionate about supporting legal professionals and possess the necessary skills to excel in this role, we encourage you to apply.

Hours of work: Monday to Friday. 09:00 - 17:00 hours.

This is a 2 - 3 month contract, with the possibility of this becoming permanent.