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:
* 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.

* Correspondence and Document Preparation:
* Prepare correspondence and legal documents based on fee earner instructions.
* Review work for spelling, grammar, and compliance with practice standards.

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

* Database Management:
* Accurately update SOS Connect with relevant details.
* Ensure data entries are current.

* Diary Management:
* Monitor department diaries and coordinate appointments with fee earners.

* Holiday Coordination:
* Liaise with department members to manage holiday schedules and prevent overlaps.

* Client Interaction:
* Assist clients in person and over the phone professionally and in line with client care standards.

* Telephone Etiquette:
* Answer calls promptly, take accurate messages, and ensure timely call returns.

* File Review System:
* Support fee earners in reviewing files as part of the monthly process.

* Contact Management:
* Regularly update SOS Connect Contacts with essential contact details.

* IT Utilisation:
* Efficiently use IT tools, including SOS Connect and internet resources.

* Financial Administration:
* Prepare and submit financial documents promptly.

* Billing Support:
* Assist in preparing draft bills for fee earners’ approval.

* Flexibility:
* Be willing to work across departments or offices as needed.

* Legal Research (if applicable):
* Keep legal research resources up to date.

* Travel and Event Coordination:
* Book travel and hotels for staff and clients.
* Assist in arranging marketing trips and events.

* Meeting Room Setup:
* Prepare conference rooms for meetings and ensure tidiness afterward.

* 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!