1. Administrative Tasks to include:
(a) Providing time critical typing, complex document preparation and administrative support for the entire group;
(b) Production of bespoke correspondence (this may include some drafting and does not normally include material that can be outsourced);
(c) Requesting and tracking the progress of searches with online providers such as NLIS, Land Registry Direct and Companies House. Returning the results to the fee earner and filing copies.
(d) Attending to clients in person/by telephone on behalf of the Partners/Fee Earners as and when necessary;
(e) Participating in cross firm projects as and when required.
(f) File opening in accordance with company procedures to include data input, completion of internal forms and procedures, preparation of anti-money laundering documentation, setting up the paper file and file labels, preparing the initial letters for fee earner review
(g) File closing in accordance with company procedures to include data input, checking ledger balances, filleting files, returning client documents, completion of internal forms
(h) Preparation of bills in accordance with company procedures, to include collating disbursement receipts, liaising with accounts and preparing all documentation to be sent to the client in accordance with defined procedures.
(i) Filing time sheets, incoming correspondence, outgoing copies, invoices, reports and paper files in/out of the filing system. Assisting with file checking and organising in preparation for quality audits.
(j) Checking deeds in and out of the deeds storage facility. Collecting deeds from the floor and returning them to storage.
(k) Printing, scanning, copying plans and deeds. Generally liaising with the document management centre on document production/collation tasks.
(l) Ad hoc data input as and when required (CRM and PMS)
(m) Preparing outgoing mail and enclosures for dispatch;
(n) Routine co-ordination of diary events with principle Partners/Fee Earners;
a. Handling internal/external meetings/bookings;
b. Keeping up to date on Partner/Fee Earner absences in order to respond to client queries;
c. Highlighting conflicting commitments and support with achieving alternative solutions.
Skills and Experience:
Previous experience of working in a law firm essential
Demonstrable ability to deliver a high output of work within a demanding environment and the ability to understand and adapt to the pressures and priorities of those that are being supported
Experience of preparing complex correspondence and documents with using own initiative and with instruction where relevant
Strong proof reading skills
Legal research skills
Advanced working knowledge of Microsoft applications including Outlook, Word, Excel and PowerPoint and the ability to audio type.
Strong oral and written communication skills (essential) with the ability to the ability to adapt communication style to suit the audience - excellent stakeholder management skills
Excellent team player and knowing when to 'step in’ and assist other team members
Highly literate and numerate with the ability to read and assimilate complex written information
Well organised and able to work to deadlines whilst maintaining the highest quality standards and attention to detail
Experience of using a legal Practice Management System
To be considered for this vacancy, please click here to email us your CV.
“At Kingston Smith, we’ve worked with Caroline for over 20 years and I am very happy with the service we’ve received. She is always extremely helpful and quick to respond to vacancies. The high-calibre candidates she sources have helped us to build a very effective, expert workforce.”
- Maureen Penfold (Managing partner)
"Caroline and the team have an extensive knowledge and background within the recruitment sector and work with a wide network of people with a range of job disciplines. They work effectively and are quick to put forward candidates who closely match what we’re looking for. After working with them for the past 15 years - I couldn’t recommend them enough!"
- Garry Payne (Head of HR)