Legal Secretary

Mallory Pryce; Nottingham; On-site; GBP 21,000 - 32,000; Full time

Job summary

Mallory Pryce is seeking an organised and experienced Legal Secretary to provide high-quality administrative support within a busy legal team in Nottingham. You will work closely with solicitors, fee earners, clients and external contacts to ensure efficient progression of legal matters and professional client service.

The role suits a reliable, detail-focused professional with excellent communication and organisational skills.

Qualifications

• Proven experience as a legal secretary or in a similar professional services role.
• Experience with legal administration and file management procedures.
• Excellent written and verbal communication with a client-focused approach.
• Strong typing, document production, proofreading and attention to detail.
• Excellent organisational skills and ability to manage competing priorities.

Responsibilities

• Provide secretarial and administrative support to solicitors and the legal team.
• Prepare, format, proofread and amend legal documents and correspondence.
• Type documents from dictation or notes and manage file openings, updates and indexing.
• Maintain confidential client records and case management data securely.
• Handle calls, emails and diary management; arrange meetings and travel.
• Assist with billing, invoices and tracking time where required.
• Support onboarding of new clients and matters and ensure compliance.

Skills

Legal secretary

Legal administration

Attention to detail

Organisational skills

Communication

Time management

Professionalism

Tools

Microsoft Office Suite

Digital dictation

Case management systems

Document management software

Job description

We are seeking an organised and experienced Legal Secretary to provide high-quality administrative and secretarial support within a busy legal team. The successful candidate will work closely with solicitors, fee earners, clients and external contacts, helping to ensure the efficient progression of legal matters and the delivery of professional client service.

The role would suit a reliable and detail-focused legal secretary with excellent communication and organisational skills. The successful candidate will support fee earners with document production, file management, client correspondence, diary administration, billing and general legal administration while maintaining confidentiality and professional standards.

Key responsibilities:

• Provide comprehensive secretarial and administrative support to solicitors, fee earners and the wider legal team.

• Prepare, format, proofread and amend legal documents, correspondence, reports, forms and other professional materials.

• Type and produce documents accurately from digital dictation, handwritten notes or recorded instructions.

• Open, close and update client and matter files, completing relevant checks and maintaining accurate information on the firm’s case management system.

• Maintain well-organised digital and paper-based files, ensuring documents are saved, indexed and retained in accordance with firm procedures.

• Handle telephone calls, emails and written correspondence professionally, responding to routine enquiries or referring matters to the appropriate fee earner.

• Manage diaries, appointments, meetings, deadlines and travel arrangements, ensuring fee earners are appropriately prepared and informed.

• Arrange meetings, prepare agendas and papers, take minutes where required and circulate follow-up actions.

• Assist with the preparation of court forms, hearing bundles, meeting papers, transaction documents and other legal documentation as required.

• Monitor incoming and outgoing post, emails and documents, ensuring urgent or time-sensitive matters are dealt with promptly.

• Assist with the progression of legal matters by monitoring key dates, deadlines, outstanding information and required follow-up actions.

• Liaise with clients, colleagues, barristers, courts, experts, agents, opposing solicitors and other external contacts in a professional and helpful manner.

• Assist with billing administration, including preparing invoices, recording time, processing expenses and following up outstanding information where authorised.

• Arrange photocopying, scanning, printing, document distribution and secure electronic or physical transmission of confidential information.

• Support the onboarding of new clients and matters, including obtaining information, completing administrative checks and maintaining accurate records.

• Maintain confidentiality and comply with professional standards, anti-money laundering requirements, data protection obligations, information security procedures and the firm’s policies.

• Provide cover and administrative support across the team when required, contributing to a collaborative and efficient working environment.

Key skills and experience:

• Previous experience as a legal secretary, legal administrator, secretary or in a similar professional services role.

• Experience working within a legal environment and a good understanding of legal administration and file management procedures.

• Excellent written and verbal communication skills, with a professional, helpful and client-focused approach.

• Strong typing, document production, proofreading and attention to detail skills.

• Excellent organisational skills, with the ability to manage competing priorities and meet deadlines.

• Confident using Microsoft Office, digital dictation, case management systems and document management software.

• Ability to handle confidential information sensitively and maintain a high level of professionalism at all times.

• Ability to work independently, use initiative and escalat[e] issues appropriately while following instructions and established procedures.

• Reliable, adaptable and collaborative approach.