Vacancies

Legal Secretary

Term: Permanent
Department: Financial Services Law

Location: Jersey

Services: Banking & Finance | Funds & Investment Structures | Insurance & Reinsurance | Listing Services

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To work side by side with fee earners to carry out and assist with all their non-fee earning administrative tasks and supporting them to efficiently deliver their legal fee earning work.

Main responsibilities

  • Providing a full range of secretarial and administration services to fee earners.
  • Producing, amending, and scanning documentation and correspondence.
  • Answering all phones in the department promptly and taking accurate messages.
  • Managing email boxes as required.
  • Performing general or client specific administration tasks as required.
  • Meeting and greeting clients, opening and distributing post and answering telephones.
  • Booking meeting rooms for client meetings, arranging conference calls and sending diary appointments.
  • Working as a team with the other secretaries to provide cover throughout the working week.
  • Liaising with messengers regarding searches and hand deliveries, ensuring these are dealt with promptly.
  • Maintaining daily diaries and reminder systems for all allocated fee earners.
  • Assisting with arranging business development trips for fee earners which may include travel and accommodation bookings.
  • Assisting with collating CDD as required
  • Sending, retrieving and filing e-mails for all fee earners.
  • Assisting fee earners with raising invoices and managing WIP lists.
  • Completing, receiving authorisation and tracking expense claims forms and cheque/BACS requests.
  • Carrying out any projects/tasks as required by the Partners, Office Manager or other fee earners.

Qualifications

  • Good secondary education and preferably educated to A level or equivalent
  • An administration or secretarial qualification would be advantageous

Knowledge/skills/experience

  • Prior experience in a legal environment would be beneficial but not a requirement
  • Confident IT user with a good working knowledge of MS Office to include Word, Excel, PowerPoint and Outlook
  • Experience of document management systems would be helpful
  • Excellent typing and formatting skills
  • Administrative and document management experience

Competencies

We would like you to demonstrate:

  • Team spirit (i.e. sharing the workload and supporting others)
  • Excellent organisational and time management skills
  • Enthusiasm, flexibility, initiative and the ability to be pro-active
  • A calm approach even when under pressure and managing deadlines
  • Accuracy and an eye for detail
  • A strong communicator in all forms

In this role you will be expected to:

  • Adhere to all policies, procedures and regulations including those around anti-money laundering and terrorist financing.
  • Commit to continually develop your skills and knowledge.
  • Act in keeping with our core behaviours.
  • Be flexible, on occasions you may be asked to work beyond your contracted hours to support urgent transactional work.
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