Private Client Legal Assistant

Our client is looking for a skilled Legal Secretary to join their reputable Private Client team. You’ll provide essential secretarial and administrative support to at least two Fee Earners, all while ensuring exceptional service for clients.

Ideally, you’ll have experience in a Private Client Department or relevant legal qualifications, along with secretarial experience in a Law Firm. The Firm is looking for someone with strong communication skills, fast and accurate typing, and the ability to multitask, prioritise, and stay calm under pressure.

The team is one of the most experienced and well-regarded in the area, with a mix of four partners, a consultant, senior associates, solicitors, a Court of Protection manager, and legal assistants.

The Firm:
Our client is a distinguished law firm, ranked in the Top 500 and holding numerous prestigious accreditations in recognition of their exceptional legal advice. With a rich history spanning two centuries, they have cultivated a strong and respected presence as a premier law firm in the Hertfordshire and London regions. Committed to progress, they are continually evolving and have a dedicated team of over 100 professionals.

What will be expected of you?

• Follow the Team Leader’s (TL) guidance to take client instructions and move cases forward. This includes tasks like drafting Wills, Powers of Attorney, and handling Estate and Trust administration.
• Provide a friendly and efficient service to clients.
• Make sure all work sent to clients and others is properly prepared according to the firm’s standards and the TL’s instructions.
• Introduce clients to other lawyers in different departments when needed.
• Achieve the annual fee target by recording at least 720 chargeable hours per year (averaging 60 hours per month) at the agreed charging rates set by the Team Leader (TL).
• Adhere to the Solicitors' Code of Conduct in all aspects of work and fully comply with the Solicitors’ Accounts Rules.
• Report any complaints from clients or third parties to the Head of Department (HOD).
• Keep track of an assigned caseload to make sure everything is organised, files are managed well, and time-recording and accounting are done properly. This includes:
  
  1. Entering data into probate systems for probate matters and generating necessary reports/forms.
  2. Writing legal statements for probate applications.
  3. Drafting Wills and Lasting Powers of Attorney.
  4. Preparing any other documents needed by the TL.
• Be familiar with the firm’s computer systems and follow IT instructions.
• Keep your workspace organised, reduce clutter, and store files in the correct cabinets.
• Bill matters on time, keep a proper level of work-in-progress, and collect and pay disbursements according to professional rules. Ensure all client money is accounted for and transfer funds to the office account when necessary.
• Collect any outstanding fees or disbursements from clients and make sure unpaid costs don’t exceed the limit set by your TL.
• Open and close client files, including performing online money laundering checks.
• Answer the phone or meet clients who show up without an appointment, helping them with queries and taking messages where needed.
• Stay in touch with clients as instructed.
• Keep track of Lawyers' diaries and schedule appointments.
• Set up internal and external meetings, including booking rooms and arranging refreshments when required.
• Handle outgoing post and emails.
• Keep internal and client files up-to-date.
• Assist with typing tasks for fee earners.
• Organise work received from outsourcing companies, making sure it’s ready to send out.
• Work with the Accounts Department to handle cheques, enter details on files, and forward them to accounts.
• Update client contact details in the Peppermint/Isokon system.
• Handle basic admin duties like photocopying.
• Take care of file archiving.
• Keep the office neat and organised.
• Report any issues with IT, printing, photocopying, or fax machines.
• Be a team player, helping with secretarial or phone cover when needed.
• Handle initial client queries from the “drop-in” service.
• Keep track of important legal documents like Wills and deeds according to the required process.