Legal Secretary / Administrator

Isle of Man
Permanent
Our client seeks a Legal Secretary / Administrator to join their team.  
   
Role Profile: To provide secretarial and administrative support to the Advocate and some secretarial/administrative back-up for the company as a whole.  
   
Key Responsibilities:  
Secretarial
  • Typing, including audiotyping, reports, correspondence, notes, etc.
  • Answering and making telephone calls, taking messages, redirecting callers, gathering information.
  • Opening, sorting and filtering mail.  Assigning correspondence, distributing in Advocate's absence.  Answering general/routine correspondence, drafting replies, writing letters from Advocate's notes or after discussion with the Advocate.
  • Opening new files to the required standard in accordance with internal procedures.
  • Maintaining and up-dating files and filing system on a regular basis maintaining a filing system in such a way so it is easy for the Advocate or another secretary to locate the required documents if necessary, while ensuring the relevant level of confidentiality is maintained.
  • At the relevant time, ensuring that closed files are securely stored / dox bonded following the procedures defined.
  • Preparing draft legal documentation as directed by the Advocate.
  • Monitoring Work in Progress (WIP) summaries to ensure that all relevant costs are logged, invoices are raised promptly and to the requirement of the relevant client.
  • Ensuring that all relevant charges are entered onto the appropriate system(s).
  • Raising invoices following procedures and chasing for outstanding payment when outstanding for 28 days or otherwise requested by the Advocate or Credit Control.
  • From work being processed, identifying and diarising key dates, and reminding the Advocate so that relevant actions can be completed on time.
  • Maintaining and monitoring the Advocate's tasks list and reminding them when tasks/phone messages are outstanding, attempting to do as much of the ground work as possible.
  • Operating a bring-forward system using task lists, correspondence, etc. and keeping the Advocate updated.
  • Maintaining the Advocate's diary, arranging and confirming meetings.
  • Preparing for meetings, by collating, copying, etc, papers, reports, etc.  Chasing for information/papers where necessary, liaising with other managers/staff as necessary.
  • Organising meetings, including refreshments, booking room, ensuring necessary papers, equipment, etc are available, as required.
  • Where required attending meetings and taking notes, producing draft minutes and compiling action notes where requested.
  • Where required, assisting in the preparation of Court bundles to the required standards.
  • Receiving visitors to the office and treating in a professional manner.
  • Conducting CDD enquiries and recording the information in accordance with the procedures. In the event of any information being missing follow up in a timely manner and report to the Advocate any delays in receiving the information. Ensuring CDD in place before passing the file to the Advocate.
  • Organising travel arrangements; suggesting and typing out itinerary; booking and collecting tickets; confirming reservations etc.
  • Photocopying, despatching and/or receiving material and ensuring office systems run smoothly.
  • Where documents are to be sent by post, recorded delivery or Courier ensuring that the relevant procedures are followed and the correct paperwork generated.
  • Filing documents in Safe Custody where relevant and retrieving them as required, ensuring that procedures are followed.
  • Carrying out all of the above duties for any other Directors/Advocates or staff as required with the agreement of the Advocate.
  • Assisting other secretaries where requested.
  • Undertake training when requested, including external training on request by the Directors/Advocate.
  • Witnessing the execution of documents when requested by the Advocate.
General
  • Maintaining client confidentiality and complying with Law Society Practice Rules.
  • Complying with all policies and procedures implemented by the Employer.
  • Where the job is shared, ensuring that the job sharer and the Advocate are kept fully up-to-date regarding the job and tasks in progress. Likewise, if working from home, reporting daily to the Advocate as to progress on matters that would otherwise be obvious if working in the same office.
  • Co-operating with and providing information to the Directors, Managers, any other Fee Earners, and auditors as required.
  • Undertaking other duties as reasonably requested by Directors, Managers, any other Fee Earners from time to time.
 
Angela Westmorland
Your specialist: Angie Westmorland
Quote job ref: 11670

Hi I'm Angie, I am working on this amazing opportunity with one of the Island's leading employers, click apply now and I will be in touch.