Legal Assistant

KT & Coe Recruit Ltd; Norwich; On-site; GBP 25,000 - 35,000; Full time

Job summary

A legal services firm based in Norwich seeks a detail-oriented Legal Assistant. This role involves supporting criminal law solicitors through various administrative tasks, including managing calls, scheduling appointments, and assisting with case management. Ideal candidates will have strong organisational skills and proficiency in office software, ensuring efficient operations. Experience in a legal environment is preferred, but not mandatory. Join a dynamic team focused on delivering exceptional legal services.

Qualifications

• Previous experience in a legal or office support role is desirable.
• Familiarity with court systems and the legal process is desirable.
• Strong customer service skills focused on professionalism.

Responsibilities

• Answer incoming calls and manage visitor interactions.
• Provide administrative support, including mail handling.
• Assist in case file setup and management.
• Coordinate appointments and manage office diary.
• Monitor central inbox and handle correspondence.
• Manage access for court systems related to cases.
• Support general office tasks as needed.

Skills

Excellent organizational skills

Strong communication skills

Attention to detail

Proficient in office management software

Ability to work independently

Tools

Microsoft Office Suite

LEAP case management system

Job description

KT & Coe Recruit are looking for a proactive and detail-oriented Legal Assistant to support our team of criminal law solicitors. This is a fast-paced role providing crucial administrative support, enabling our solicitors to focus on delivering excellent legal services.

Job Purpose

The primary responsibility of the Legal Assistant is to assist in the smooth running of the firm by providing a range of administrative and operational support to Fee Earners and other staff members within the general office function. This role will ensure that daily administrative processes are efficiently executed, enhancing productivity and communication within the office.

Key Responsibilities

1. Telephone and Visitor Management

• Answer incoming calls to the office in a professional and timely manner, directing calls to the appropriate fee earners or team members.
• Take accurate messages and ensure timely follow-up on important communications.
• Serve as the first point of contact for visitors to the office, providing a welcoming and professional atmosphere. Ensure visitors are logged in and directed appropriately.

2. Administrative Support

• Assist in the preparation and handling of post, including sorting, preparing, and dispatching outgoing mail.
• Undertake photocopying and scanning tasks for the fee earners as required.
• Take special deliveries (e.g., couriers) to the Post Office and ensure all dispatched items are appropriately documented.

3. Case Management System Support

• Set up new case files on the case management system (LEAP) for fee earners, ensuring all relevant documents are uploaded and categorized accurately.
• Enter time records for fee earners onto the LEAP system, ensuring accurate billing and record keeping.

4. Diary and Appointment Management

• Schedule appointments and meetings for fee earners, coordinating with clients, internal staff, and external parties to ensure smooth logistics.
• Manage the office diary, including entering important deadlines, meetings, and appointments, ensuring no scheduling conflicts arise.

5. Email and Correspondence Management

• Monitor the firm's central inbox and promptly forward relevant emails to the appropriate team member or fee earner.
• Ensure that all communications are handled swiftly and efficiently.

6. Court System Access Management

• Secure access for the firm's cases on court systems (CCDCS & Common Platform), granting access to the appropriate fee earner or team member.
• Ensure access is updated regularly, and any issues or discrepancies are addressed promptly.

7. General Office Support

• Assist with any other ad-hoc tasks as required to support the smooth functioning of the office, including ordering office supplies and maintaining office equipment.

Key Skills and Attributes

• Excellent organizational and time management skills.
• Strong communication skills, both verbal and written, with a professional and approachable demeanour.
• Ability to work independently and as part of a team.
• Attention to detail and accuracy, particularly when handling legal documents and sensitive information.
• Proficient in office management software and case management systems.
• Familiarity with court systems and the legal process is desirable but not essential.

Qualifications and Experience

• Previous experience in a legal or office support role is desirable.
• Proficient in using Microsoft Office Suite (Word, Excel, Outlook) and case management systems.
• Strong customer service skills, with a focus on professionalism and discretion when dealing with clients and external parties.