I am working with an international law firm based in Cheltenham and they are looking for a legal secretary to work within their private client team. They offer hybrid working 3 days per week in the office/2 from home. The hours are 9am-5pm

Cheltenham

We adopt a hybrid working approach, working on a 60/40 split of working in the office and working remotely. This arrangement is non-contractual, dependent on requirements of the role and subject to manager approval.

The Internal Client Services team aim to deliver excellent secretarial, administrative and facility support services across the Firm which in turn underpins the service we are able to give to our clients.

Role and Responsibilities (this is a broad but not exhaustive list)

Project Co-ordination

• Distribute and co-ordinate appropriate support for specific client projects
• Set up processes for client matters through liaison with Partners, Fee Earners and client contacts
• Support Partners, Fee Earners and the Business Development and Marketing Teams with preparation of pitches, presentations and events and with other projects and tasks
• Identify and act upon process improvements across the team to enhance both internal and external client services

Client Relationship Management

• Ensure that all client related correspondence is received by the appropriate Partner or Fee Earner
• Take an active role in relationship management and client care
• Enter and ensure accuracy of client information on the Client Relationship Management system, currently InterAction
• Communicate with external clients both independently and upon instructions from Partners and Fee Earners
• Arrange client meetings and ensure efficient responses to written and verbal client queries
• Check to ensure clients terms of business in place as soon as file opened and to follow up with Fee Earners accordingly

Communication

• Take internal and external telephone queries, responding as appropriate and ensure that all messages are passed on in a timely manner
• Liaise with relevant Business Resource teams on behalf of Partners and Fee Earners
• Liaise with the Client Service Lead over planned absences, arranging cover as necessary and communicating this to the relevant Partners and Fee Earners

Financial

• Assist Partners and Fee Earners in ensuring time recording is up to date and captured in a timely manner
• Liaise with the appropriate Finance team in relation to invoices, expenses, client billing and accounts
• Process invoices and expenses on the online system, currently Chrome
• Assist the billing and credit control processes and liaise with the Finance team in relation to these to ensure a consistent and efficient approach
• Produce standard financial and time reports through the system

Administrative

• Participate in distribution of work and monitor progress of work allocated to Client Service Administrators to ensure tasks are completed in a timely manner
• Monitor and track all tasks and prioritise accordingly
• Diary management and coordination to ensure Partners and Fee Earners receive regular updates on meeting arrangements
• Take responsibility for room booking and meeting coordination, including confirmation of attendees, arranging relevant technology, refreshments, and catering
• Ensure travel bookings are completed and that relevant information is submitted and communicated in advance
• Arrange for the photocopying, scanning, printing and filing to be carried out by the team
• Arrange for files to be opened, closed and maintained
• Supervise Client Services Administrators’ record keeping and general filing tasks
• Use effective systems to ensure both short and long term tasks are completed within required timescales

Other duties and responsibilities

• Assisting other members of the team, both proactively and at the request of the Client Services Lead
• Provide cover for the Client Document Executives as necessary (for example during periods of heavy workloads, holiday or sickness periods)
• Short dictations and basic amendments and document updates
• Conflict searches, file opening and risk assessment forms
• Drafting letters of engagement
• Updating and maintaining integrity of information held in Outlook, InterAction and 3E
• Minor document production amendments and assistance
• Working effectively with other legal and Business Resource teams as required
• Any other duties as reasonably requested by Partners, Fee Earners, Client Services Leads or the Internal Client Services Manager