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Legal Secretary (SFG)


Linklaters
Location: London
Job type: Permanent
Category: Company Secretary Jobs
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Key Dimensions:

* Primarily to act as Legal Secretary to designated Principals
* Undertake all aspects of the legal secretarial role using the most appropriate tools and resources for the task to meet deadlines
* Demonstrate flexibility and proactively contribute to the group’s success by actively seeking to improve working processes
* Anticipate needs of clients and colleagues and take action accordingly
* Provide full billing support

Key responsibilities and challenges:

Administrative duties

* Diary management – arranging meetings and conference calls, liaising with clients, prioritising and rescheduling meetings as appropriate (must be able to anticipate Principal(s) needs in scheduling diary)
* Proactive monitoring and management of emails as required
* Co-ordination of travel arrangements and itineraries (often in conjunction with other legal secretaries), booking flights, hotels, arranging currency, taxis and compiling a folder of documents for trips as necessary
* Prompting processing of expenses (including invoicing/Readsoft queries)
* General administrative tasks e.g. photocopying, scanning, printing, archiving, hard copy filing
* Ensuring Billing is up-to-date (using NIM)
* Assisting in the organisation and preparation of materials for events / away days / conferences as necessary (by telephone, Omnis Communicate or face-to-face as appropriate)
* Assisting with ad-hoc projects
* Support Principal(s) in the use of IT systems such as Workday

Client Relationship Management

* Interacting professionally and confidently with Principal(s) and clients
* Managing confidential data
* Entering, maintaining and updating client details and relevant information in the firm’s Client Book system (InterAction)
* Collating and circulating agendas as appropriate
* Collating and printing papers for meetings

Communication

* Dealing with internal and external telephone queries
* Acting as a gatekeeper to the Principal(s), dealing with requests or passing them onto the relevant person as appropriate
* Monitor post/emails as appropriate
* Building rapport with secretaries, internal functions and relevant personnel at key clients
* Working with and assisting the other legal secretaries where necessary

Document production

* Typing and checking documents and making amendments as necessary
* Proficient in the use of Word, Powerpoint and Excel, in order to assist in the preparation of documents, presentations, spreadsheets and charts

Billing and financial hygiene

* Start Matter checklist
* Preparation of the Engagement Letter/Terms of Business/submission to engage! and following up where engagement terms not in place
* Ensure all quotes are recorded appropriately and follow up on those that were unsuccessful
* Fee-reporting/Fee updates to clients; (i) ensuring that regular fee updates are given; (ii) engaging with the Principal(s) where necessary to adjust the on the clock number to reflect the quote etc.; (iii) stress testing work done against scope of work (i.e. monitoring fee deals do not exceed agreed limits) and (iv) ensuring time recording and narratives are properly entered
* Attend monthly WIP meetings to identify all billable matters and lead push to obtain breakdowns (either themselves or through appropriate secretary dependant on fee earner / client) review together with MM. Arrange time transfers, drafts, send to client for approval, then arrange for final bills and send to client
* Debt monitoring - prompting follow-ups once the bill is issued to try to bring down debtor day (i.e. checking if bills have been paid and monies received). If a matter is monthly billing, ensure follow up process is followed appropriately

Characteristics, Skills & Experience required:

Location

London

Character

Friendly, personable and approachable

Excellent communicator

Adaptable and flexible

Confident and professional

Conscientious and diligent

Calm

Education / Qualification

Minimum A-Level or equivalent, including a GCSE in English and Maths

Further qualifications (desirable)

Languages

English

Practical experience

At least 5 years’ experience working as a Secretary / PA / Legal Secretary

Secretarial experience working in a busy professional services / corporate environment and juggling competing demands / multiple tasks

Office skills

IT literate with high level of proficiency in Microsoft Office suite (Excel, Powerpoint, Word, Outlook)

Skype for Business

Excellent diary management

Document management and filing efficiently

Excellent telephone manner

SAP (desirable)

Client book and deal finder (desirable)

NIM (desirable)

Intranet pages (desirable)

Commercial Skills

Organisation and ability to manage time to complete multiple tasks and prioritise efficiently under pressure

Proactive and enthusiastic, positive can-do attitude

Excellent communication and interpersonal skills and able to develop relationships with people of all levels and deal with them professionally at all times

Integrity and ability to maintain confidentiality

Ability to work independently and as part of a team

Flexible and receptive to change in line with business demands

Ability to remain calm under pressure

Ability to exercise judgement and take responsibility for and conclude actions

Good problem solver; able to offer practical solutions

Excellent attention to detail

Commercially aware, understand internal and external clients

Ability to achieve quality and deadlines by effective collaboration and managing work through others

This list of duties and responsibilities above is not exhaustive. It is intended to describe the general content of, and requirements for, the performance of this job. As such, the role may also include the undertaking of additional tasks as required.

Job Offer Scams

Be alert to fictitious job opportunity posts and offers of employment which claim to be in the name of Linklaters. We have been made aware of various recruitment-related scams which ask for upfront payments, for example, for office equipment and promise start up bonuses and reimbursement in return for such payments. These scams often involve the use of email addresses similar to a genuine domain name. Genuine emails from Linklaters only use the domain of “@linklaters.com”. We will never ask you to make payments for office equipment or otherwise as part of our recruitment process. If you are in doubt about a job opportunity that appears to relate to our firm, please get in touch with us.

Pre-joiner screening

In the event that we make an offer to you, and where local legislation permits, we will conduct pre-engagement screening checks that may include but are not limited to your professional and academic qualifications, your eligibility to work in the relevant jurisdiction, any criminal records, your financial stability and references from previous employers. Your offer will be subject to the successful completion of these checks which will be initiated following your consent.

Equal Opportunities

As a responsible business, it is important that we represent the diversity of our people, our clients and our communities. We know that diversity makes us a better law firm and helps us attract the best talent, drive innovation with diversity of thought, and deliver the best experience to everyone who comes into contact with us. We recruit on the basis of merit, irrespective of age, disability, gender, gender identity, race or ethnicity, marital status, religion, sex, sexual orientation or any other status protected by the laws or regulations in the locations where we operate.

Selection decisions, and the reasons for those decisions, are recorded at each stage of the selection process. Selection criteria and, where appropriate, technical skills tests are in place to measure an individual’s ability for the safe and effective performance of a job. Those involved in recruitment and selection decisions and processes are also provided with guidance on diversity issues. If you require reasonable adjustments to be made during the selection process, please talk to a member of the recruitment team so that any required adjustments can be made in advance. Specific experience requirements advertised on a role do not intend to preclude applications from candidates who may have more or less experience. Our intention is only to indicate a guideline as to the necessary skills for the role as described.
*

Key Dimensions:

* Primarily to act as Legal Secretary to designated Principals
* Undertake all aspects of the legal secretarial role using the most appropriate tools and resources for the task to meet deadlines
* Demonstrate flexibility and proactively contribute to the group’s success by actively seeking to improve working processes
* Anticipate needs of clients and colleagues and take action accordingly
* Provide full billing support

Key responsibilities and challenges:

Administrative duties

* Diary management – arranging meetings and conference calls, liaising with clients, prioritising and rescheduling meetings as appropriate (must be able to anticipate Principal(s) needs in scheduling diary)
* Proactive monitoring and management of emails as required
* Co-ordination of travel arrangements and itineraries (often in conjunction with other legal secretaries), booking flights, hotels, arranging currency, taxis and compiling a folder of documents for trips as necessary
* Prompting processing of expenses (including invoicing/Readsoft queries)
* General administrative tasks e.g. photocopying, scanning, printing, archiving, hard copy filing
* Ensuring Billing is up-to-date (using NIM)
* Assisting in the organisation and preparation of materials for events / away days / conferences as necessary (by telephone, Omnis Communicate or face-to-face as appropriate)
* Assisting with ad-hoc projects
* Support Principal(s) in the use of IT systems such as Workday

Client Relationship Management

* Interacting professionally and confidently with Principal(s) and clients
* Managing confidential data
* Entering, maintaining and updating client details and relevant information in the firm’s Client Book system (InterAction)
* Collating and circulating agendas as appropriate
* Collating and printing papers for meetings

Communication

* Dealing with internal and external telephone queries
* Acting as a gatekeeper to the Principal(s), dealing with requests or passing them onto the relevant person as appropriate
* Monitor post/emails as appropriate
* Building rapport with secretaries, internal functions and relevant personnel at key clients
* Working with and assisting the other legal secretaries where necessary

Document production

* Typing and checking documents and making amendments as necessary
* Proficient in the use of Word, Powerpoint and Excel, in order to assist in the preparation of documents, presentations, spreadsheets and charts

Billing and financial hygiene

* Start Matter checklist
* Preparation of the Engagement Letter/Terms of Business/submission to engage! and following up where engagement terms not in place
* Ensure all quotes are recorded appropriately and follow up on those that were unsuccessful
* Fee-reporting/Fee updates to clients; (i) ensuring that regular fee updates are given; (ii) engaging with the Principal(s) where necessary to adjust the on the clock number to reflect the quote etc.; (iii) stress testing work done against scope of work (i.e. monitoring fee deals do not exceed agreed limits) and (iv) ensuring time recording and narratives are properly entered
* Attend monthly WIP meetings to identify all billable matters and lead push to obtain breakdowns (either themselves or through appropriate secretary dependant on fee earner / client) review together with MM. Arrange time transfers, drafts, send to client for approval, then arrange for final bills and send to client
* Debt monitoring - prompting follow-ups once the bill is issued to try to bring down debtor day (i.e. checking if bills have been paid and monies received). If a matter is monthly billing, ensure follow up process is followed appropriately

Characteristics, Skills & Experience required:

Location

London

Character

Friendly, personable and approachable

Excellent communicator

Adaptable and flexible

Confident and professional

Conscientious and diligent

Calm

Education / Qualification

Minimum A-Level or equivalent, including a GCSE in English and Maths

Further qualifications (desirable)

Languages

English

Practical experience

At least 5 years’ experience working as a Secretary / PA / Legal Secretary

Secretarial experience working in a busy professional services / corporate environment and juggling competing demands / multiple tasks

Office skills

IT literate with high level of proficiency in Microsoft Office suite (Excel, Powerpoint, Word, Outlook)

Skype for Business

Excellent diary management

Document management and filing efficiently

Excellent telephone manner

SAP (desirable)

Client book and deal finder (desirable)

NIM (desirable)

Intranet pages (desirable)

Commercial Skills

Organisation and ability to manage time to complete multiple tasks and prioritise efficiently under pressure

Proactive and enthusiastic, positive can-do attitude

Excellent communication and interpersonal skills and able to develop relationships with people of all levels and deal with them professionally at all times

Integrity and ability to maintain confidentiality

Ability to work independently and as part of a team

Flexible and receptive to change in line with business demands

Ability to remain calm under pressure

Ability to exercise judgement and take responsibility for and conclude actions

Good problem solver; able to offer practical solutions

Excellent attention to detail

Commercially aware, understand internal and external clients

Ability to achieve quality and deadlines by effective collaboration and managing work through others

This list of duties and responsibilities above is not exhaustive. It is intended to describe the general content of, and requirements for, the performance of this job. As such, the role may also include the undertaking of additional tasks as required.

Job Offer Scams

Be alert to fictitious job opportunity posts and offers of employment which claim to be in the name of Linklaters. We have been made aware of various recruitment-related scams which ask for upfront payments, for example, for office equipment and promise start up bonuses and reimbursement in return for such payments. These scams often involve the use of email addresses similar to a genuine domain name. Genuine emails from Linklaters only use the domain of “@linklaters.com”. We will never ask you to make payments for office equipment or otherwise as part of our recruitment process. If you are in doubt about a job opportunity that appears to relate to our firm, please get in touch with us.

Pre-joiner screening

In the event that we make an offer to you, and where local legislation permits, we will conduct pre-engagement screening checks that may include but are not limited to your professional and academic qualifications, your eligibility to work in the relevant jurisdiction, any criminal records, your financial stability and references from previous employers. Your offer will be subject to the successful completion of these checks which will be initiated following your consent.

Equal Opportunities

As a responsible business, it is important that we represent the diversity of our people, our clients and our communities. We know that diversity makes us a better law firm and helps us attract the best talent, drive innovation with diversity of thought, and deliver the best experience to everyone who comes into contact with us. We recruit on the basis of merit, irrespective of age, disability, gender, gender identity, race or ethnicity, marital status, religion, sex, sexual orientation or any other status protected by the laws or regulations in the locations where we operate.

Selection decisions, and the reasons for those decisions, are recorded at each stage of the selection process. Selection criteria and, where appropriate, technical skills tests are in place to measure an individual’s ability for the safe and effective performance of a job. Those involved in recruitment and selection decisions and processes are also provided with guidance on diversity issues. If you require reasonable adjustments to be made during the selection process, please talk to a member of the recruitment team so that any required adjustments can be made in advance. Specific experience requirements advertised on a role do not intend to preclude applications from candidates who may have more or less experience. Our intention is only to indicate a guideline as to the necessary skills for the role as described.
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