Administrator/Trainee Legal Secretary for top IP firm!

Posted 5 September by JM Legal Ltd
Easy Apply
Superb entry level Administrator role(s)! Two for that matter...

Salary up to £19,500 - great benefits (not that they'll matter when you're working at a firm like THIS!)

Based in London's thriving City, this firm offers fantastic exposure to a Corporate environment without the associated 'stuffiness' - the Partners and Fee Earners even leave their doors open, they actively encourage conversation…!!!

This Administrator role represents an opportunity work in a bustling department in a truly interesting and current area of work closely with the current Legal Secretaries and PAs there. Don't worry though, the Fee Earners are quite self-sufficient and will do a bulk of the typing - YOUR job will be to ensure the smooth running of the office in the background, you are the vital cogs linking it all together!

For an overview of the duties, please see below:

*Updating Fee Earners daily prompt lists
*Creating and amending ad-hoc deadlines
*Sorting and distributing the Practice Group's incoming post, including collating relevant physical files for Fee Earners' review
*Acknowledging letters and emails; sending/acknowledging faxes/emails
*Locating, saving and printing online documents, emails and attachments
*Filing away paperwork in physical files
*Photocopying and scanning documents
*Saving emails and attachments to the Document Management System (DMS)
*Creating new work matters (both electronic files and physical files) and file hangers
*Maintaining filing cabinets, rearranging files, replacing broken hangers, etc.
*Retrieving/returning files from cabinets and other work areas within the firm or
requesting/retrieving files from archive
*Completing office support functions as required such as filing, photocopying, ordering stationery from General Office, preparing/sending emails and faxes and preparing documents for posting.
*Closing physical and electronic files for archiving
*Monitoring Fee Earners incoming emails in their absence and forwarding urgent correspondence to designated person
*Preparing and sending standard reporting emails and letters on behalf of Fee Earners Creating and maintaining Standard Operating Procedures (SOPs) for clients
*Answering the telephone, forwarding calls, taking messages and liaising with clients as appropriate
*Ensuring all relevant data is uploaded onto appropriate systems
*Notifying the Records Department of detail of new clients or amendments to existing clients
*Searching for case and client details on internal records database (Inprotech)
*Generating reports and schedules
*Proof-reading documents/specifications
*Typing dictation for correspondence, reports, specifications and other documents for Fee Earners review and signature.
*Finalising and sending letters and documents
*Assisting with the collation of evidence
*Preparing and submitting manual forms and e-forms
*Recording service fees and Fee Earners' time fees on system
*Coordinating monthly billing for Fee Earners
*Preparing, finalising and sending invoices to clients
*Uploading e-billing invoices
*Investigating and resolving internal and external invoicing queries
*Setting up meetings, arranging conference calls, booking flights, hotels, lunches and dinners as and when required.
*Liaising with other departments as necessary
*Completing expense forms on behalf of Fee Earners
*Assisting General Office by covering reception and switchboard.
*Arranging cover, in conjunction with the STL, for any planned periods of absence and providing cover for others in their absence
*Assisting Fee Earners, STL, Paralegals, Secretaries, and the Records Department as and when required ensuring the efficient operation of the Practice Group.

So if you've recently just finished your A-levels or college and not sure what route to take (this feeling lasts for approximately 70 years… :oD ) then this firm will happily take you under their wing. It could be the best decision you've made today!

If you have any questions or would like further information, don't hesitate to ask.

Required skills

  • Admin
  • Intellectual Property
  • IP
  • Legal
  • Trainee
  • Junior
  • Secretary
  • Level
  • Entry

Reference: 36035925

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