Legal Secretary - Property Litigation

Job Vacancy

We are seeking a highly organised, proactive and discreet Legal Secretary to provide dedicated secretarial and personal assistant support to a Senior Associate fee earner within our Property Litigation division, which sits within Dispute Resolution.
 
This is a pivotal role, providing high-quality administrative, organisational and matter management support to enable the Senior Associate to deliver an excellent service to clients and effectively manage a busy caseload. The successful candidate will act as a key point of support to the fee earner, taking ownership of day-to-day administrative matters, anticipating their needs and helping to ensure that deadlines, client requirements and priorities are effectively managed.
 
This is an excellent opportunity to work within a well-established and growing law firm known for delivering high-quality service, where you will gain valuable exposure to a busy Dispute Resolution practice and develop your knowledge of Property Litigation matters.
 
The successful candidate will work closely with the Senior Associate, clients and the wider Dispute Resolution team, building strong working relationships and providing a professional, responsive and efficient service.
 
THE ROLE

• Provide dedicated secretarial and PA support to a Senior Associate fee earner who heads up the Property Litigation division.
• Proactively manage the fee earner's diary, including arranging meetings, conference calls, appointments and travel where required.
• Assist with the effective management of the fee earner's workload, ensuring key dates, deadlines and appointments are diarised and brought to their attention.
• Prepare, format and amend correspondence, legal documents, reports, presentations and other documentation to a consistently high standard.
• Assist with the preparation of court documents, hearing bundles and other documentation relating to Landlord & Tenant and Dispute Resolution matters.
• Maintain accurate and well-organised electronic and paper files in accordance with the firm's procedures.
• Assist with the opening, closing and general administration of client matters.
• Liaise professionally with clients, counsel, experts, courts, solicitors and other third parties on behalf of the fee earner.
• Take responsibility for routine correspondence and administrative matters, escalating issues to the fee earner where appropriate.
• Assist with client onboarding, including requesting and collating information and supporting the fee earner with relevant administrative processes.
• Assist with time recording, billing, WIP management and other financial administration as required.
• Monitor incoming emails and correspondence, helping to ensure that urgent and important matters are prioritised appropriately.
• Organise and coordinate meetings, including preparing agendas, papers and follow-up actions where appropriate.
• Assist the fee earner with the organisation and preparation of client meetings, hearings and other appointments.
• Maintain confidentiality and handle sensitive client and business information with discretion at all times.
• Develop a strong understanding of the fee earner's working preferences, priorities and caseload in order to provide effective and proactive support.
• Identify opportunities to improve administrative processes and contribute to the efficient running of the team.
• Undertake any other reasonable duties appropriate to the role.

 
WHAT EXPERIENCE DO I NEED?

• Previous experience working as a Legal Secretary, Legal PA or in a similar legal support role, ideally within a law firm.
• Experience supporting a Partner, Senior Associate, Associate or other senior fee earners would be advantageous.
• Experience within Dispute Resolution, Property Litigation or Landlord & Tenant would be desirable but is not essential.
• A good understanding of legal terminology and the general requirements of working within a legal environment.
• Experience of working with confidential and sensitive information.
• Experience of managing multiple priorities and working to deadlines in a busy professional environment.
• Experience of preparing and formatting professional and legal documentation.
• Experience of dealing confidently and professionally with clients and external contacts.
• Good IT skills, including Microsoft Word, Outlook and Excel, with the ability to learn new systems quickly.

 
WHAT SKILLS SHOULD I HAVE?

• Highly organised, with excellent attention to detail and the ability to manage competing priorities.
• Proactive and able to anticipate the needs of the fee earner rather than simply responding to requests.
• Resilient and unphased, with a natural ability to ‘manage up’
• Excellent written and verbal communication skills.
• Professional, confident and personable when dealing with clients, colleagues and external contacts.
• Able to work independently and take ownership of administrative tasks.
• Discreet and trustworthy, with a strong understanding of confidentiality.
• Calm and adaptable when working under pressure and able to respond positively to changing priorities.
• Strong time management skills and the ability to meet deadlines consistently.
• A positive, collaborative approach with the ability to build effective working relationships.
• Good judgement, with the confidence to identify issues and escalate them appropriately.
• A willingness to learn and develop knowledge of Landlord & Tenant and Dispute Resolution work.
• A strong commitment to providing a high level of client service.
• A flexible approach and willingness to support the wider team when required.

 
CAREER PATHWAY REQUIREMENTS

THE ROLE OF A LEGAL SECRETARY AT H&H IS TO WORK IN PARTNERSHIP WITH FEE-EARNERS AND COLLEAGUES AND PROVIDE PROACTIVE SUPPORT.
 
In this role you will be expected to:

• Be proactive and accessible in the support you provide to your colleagues.
• Be professional in how you prioritise work, understanding the needs and goals within your department.
• Be personable and proactive with your communication with clients and colleagues. 
• Be proactive in developing your IT skills for the requirements within your area i.e. document production, client management software, land registry etc. 
• Be proactive and empathetic in supporting the wider firm when required.