Legal Assistant

My client in Totnes is seeking an organised and proactive legal assistant to join their team. As a key member of the team, you will play a crucial role in supporting the fee earners and ensuring the smooth operation of the department. Your responsibilities will include administrative tasks, client communication, and compliance with office procedures.

Key Responsibilities:

1. Client Matter Management:

   • Open and manage new client matters using SOS Connect, following client care and risk management procedures.
   • Maintain complete records for each matter.

2. Correspondence and Document Preparation:

   • Prepare correspondence and legal documents based on fee earner instructions.
   • Review work for spelling, grammar, and compliance with practice standards.

3. File Administration:

   • Handle daily filing and organize client files according to office manual guidelines.
   • Scan incoming mail and save it appropriately in SOS Connect.

4. Database Management:

   • Accurately update SOS Connect with relevant details.
   • Ensure data entries are current.

5. Diary Management:

   • Monitor department diaries and coordinate appointments with fee earners.

6. Holiday Coordination:

   • Liaise with department members to manage holiday schedules and prevent overlaps.

7. Client Interaction:

   • Assist clients in person and over the phone professionally and in line with client care standards.

8. Telephone Etiquette:

   • Answer calls promptly, take accurate messages, and ensure timely call returns.

9. File Review System:

   • Support fee earners in reviewing files as part of the monthly process.

10. Contact Management:

    • Regularly update SOS Connect Contacts with essential contact details.

11. IT Utilisation:

    • Efficiently use IT tools, including SOS Connect and internet resources.

12. Financial Administration:

    • Prepare and submit financial documents promptly.

13. Billing Support:

    • Assist in preparing draft bills for fee earners’ approval.

14. Flexibility:

    • Be willing to work across departments or offices as needed.

15. Legal Research (if applicable):

    • Keep legal research resources up to date.

16. Travel and Event Coordination:

    • Book travel and hotels for staff and clients.
    • Assist in arranging marketing trips and events.

17. Meeting Room Setup:

    • Prepare conference rooms for meetings and ensure tidiness afterward.

18. Training Participation:

    • Attend specific training sessions when required.

Qualifications:

• Strong organisational skills
• Excellent communication and interpersonal abilities
• Proficiency in IT tools and databases
• Attention to detail and accuracy
• Ability to work independently and proactively

If you have the skills and enthusiasm to contribute to the team, we’d love to hear from you!