Legal Secretary

Job Title: Legal Secretary

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.