Legal Secretary – Wills and Estates – Colchester

Thompson Smith And Puxon; Colchester; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading law firm in Colchester seeks an experienced Legal Secretary for their Wills and Estates department. This full-time role requires significant expertise in legal document preparation and client interaction, ensuring high satisfaction and confidentiality. The firm emphasizes collaboration and personal growth, offering a supportive environment with competitive benefits.

Benefits

Competitive salary

22 days annual leave plus bank holidays

Medical benefits scheme

Employee Assistance Programme

Firm sick pay policy

Opportunity for additional holiday for long service

Staff pension scheme

Qualifications

• Previous experience as a legal secretary in Wills and Estates is highly desirable.
• Proficient in legal software and Microsoft Office Suite.
• Excellent written and verbal communication skills required.

Responsibilities

• Provide exceptional support to the Senior Solicitor with a busy case load.
• Prepare, format, and proofread legal documents.
• Act as the first point of contact for clients.

Skills

Organisational skills

Communication

Attention to detail

Client focused

Tools

Microsoft Office Suite

Legal software

Document management systems

Job description

Legal Secretary – Wills and Estates – Colchester

We currently have a fantastic opportunity for an experienced Legal Secretary to join our Wills & Estates department in Colchester on a full time basis.

At Thompson Smith and Puxon (TSP), our mission is to Transform, Succeed, and Prosper - not only for our clients but also for our people and the wider community. We operate with integrity, innovation, and a commitment to fostering growth and opportunity for everyone within the firm. Collaboration, professionalism, and agility define our working environment, and we strive to empower our teams to deliver excellent results while supporting their personal and professional development.

The role

In this full time, permanent role, you'll be responsible for providing exceptional support to a Senior Solicitor and Director of the firm with a very busy case load. You’ll need to be proactive and have the ability to hit the ground running in this fast paced environment. You will be responsible for ensuring client satisfaction by pre-empting problems and identifying solutions, and by building and maintaining knowledge of our clients and their matters.

We're seeking a team player with a driven and professional attitude, who is fast, accurate, and willing to go the extra mile for clients and colleagues. You should have significant and current experience working as a Legal Secretary, ideally within a private client department. Strong IT and audio typing skills, as well as experience using case management systems, are required.

The main responsibilities include but are not limited to –

• Administrative Support:
  • Prepare, format, and proofread legal documents and correspondence related to private client matters.
  • Manage and organise the solicitor’s calendar, including scheduling appointments and meetings.
  • Handle incoming and outgoing correspondence, including emails, letters, and phone calls and draft responses as appropriate.
• Client Interaction:
  • Act as the first point of contact for clients, both on the phone and in person, providing them with updates and information regarding their matters.
  • Arrange client meetings and ensure that all necessary documents and files are prepared in advance.
  • Maintain a high level of client confidentiality and professionalism at all times.
• Document Management:
  • Prepare and manage legal documents such as wills, trusts, powers of attorney, and estate planning documents.
  • Assist in the preparation of probate applications and the administration of estates.
  • Ensure all documents are accurately filed and maintained in both physical and electronic systems.
• Billing and Financial Administration:
  • Assist with the preparation of bills.
  • Track and manage time entries for billable hours.
  • Handle financial documentation related to client matters, including payments and disbursements.
• Legal Research and Compliance:
  • Manage the compliance on all files via the Case Management System including conflict checks and risk assessments, escalating them to the Lawyer if required.
  • Conduct legal research as required, particularly for updates on laws and regulations affecting private client services.
  • Ensure compliance with relevant laws and firm policies.
• Coordinate with other departments within the firm, such as accounting and compliance, to ensure smooth handling of client matters.
• Liaise with external parties such as banks, investment advisors, and tax authorities.
• Case Management:
  • Maintain and update client files, ensuring that all information is accurate and up-to-date.
  • Track the progress of cases and ensure deadlines are met.

What we're looking for:

• Experience: Previous experience as a legal secretary in Wills and Estates, particularly in fast-paced environment is highly desirable.
• Technical Skills: Proficiency in legal software, Microsoft Office Suite, and document management systems.
• Communication: Excellent written and verbal communication skills.
• Organisational Skills: Strong organisational and time-management skills, with the ability to prioritise tasks effectively with the ability to adjust priorities when needed.
• Attention to Detail: High level of accuracy and attention to detail in all work.
• Client Focused: Ability to build and maintain strong relationships with clients, displaying empathy and professionalism.
• Confidentiality: Ability to handle sensitive information with discretion and maintain client confidentiality.
• Pro-active approach: Must have a positive and can-do approach to assist the Solicitor to facilitate them focusing on fee earning legal work.

The package

In return for your hard work and dedication, we can offer:

• A competitive salary, depending on level of experience and ability.
• We offer a full time annual holiday entitlement of 22 days, plus Bank Holidays, with an additional 3 days for the Christmas to New Year closure. The annual holiday entitlement is pro-rated for part time staff.
• A medical benefits scheme and Employee Assistance Programme upon successful completion of probation period.
• Firm sick pay policy paying up to 10 working days on a rolling year basis (pro-rated for part time staff), following the successful completion of probation period.
• Opportunity for additional holiday for long service, 1 day after 5 years and another 1 day at 10 years.
• A friendly and social environment enhanced with regular social events provided by the firm.
• We offer a staff pension scheme with Scottish Widows that you will be auto-enrolled after you have completed 3 months service.

Equal Opportunities:We are an equal opportunities employer, recruiting individuals on their suitability for the role, qualifications and experience. We welcome applications from all communities and backgrounds.