Schedule 2

JOB DESCRIPTION

Job Title: Paralegal / Legal Secretary

Name:

Reports to: Head of Department

Member of: Probate, Trusts and Wills (PTW)

Job Purpose: To provide direct Paralegal and Secretarial / Administrative support. To be a key team member and provide a proactive comprehensive, high quality service to assist the Probate, Trust & Wills (PTW) Team and the wider department when required.

July 2016

Schedule 2

Key Tasks

Accurate and timely preparation of correspondence and documents through audio-typing and word processing, and processing documents typed offsite through digital dictation

To prepare physical and electronic mail and enclosures for despatch To arrange for all copying to be done by Filing/General Office or self as appropriate To undertake file management in particular daily filing and the opening, closing, storage

and retrieval of client files in accordance with the detailed procedures in the Office Manual or as required by fee earners

To attend to clients both in person and on the telephone and to provide such support in a professional and friendly manner in keeping with the firm’s standards for client care

To ensure the confidentiality of all the firm’s and client’s documentation and information To make appointments, arrange meetings and to maintain an up to date computer diary

for Principal To provide support to other secretaries and Legal Advisers as required To undertake any specific training when required to do so and overall to have a

responsibility towards self-development To undertake other clerical and administrative duties as may reasonably be required from

time to time including post-handling, photocopying and digital dictation To undertake instruction from Legal Advisers related to all aspects of client files To draft letters, documents and legal forms under supervision, including but not limited to

Wills, LPAs, oaths, Land Registry and inheritance tax forms To arrange and attend client meetings and if required to take notes as such meetings to

assist with attendance notes To carry out research on legal matters and submit the findings in a clear and logical way To accurately record and submit regular time recording in line with the firm’s policy To achieve agreed levels of billing and time recording To assist with credit control if required on relevant files To ensure that all client work is processed correctly and expeditiously and that the client

is kept regularly informed of progress and costs To maintain clear and precise communications with other personnel of the firm To attend any relevant business development events as required by the Marketing team

or the Head of Department To attend any internal or external courses as advised by management and overall to

have a responsibility towards self-development To carry out Fire Warden Responsibilities in your office, as required

Knowledge & Skills Required (Person Spec)

To have completed a Law Degree / LPC is optional In-depth training in secretarial practice, ideally with previous experience as a Paralegal

and or Legal Secretary Excellent word-processing and audio-typing skills Knowledge of the firm’s staff and fee earners and their responsibilities High degree of efficiency, accuracy and organisation in carrying out tasks Competent in the firm’s computer facilities and other systems as appropriate, must have

experience with Peppermint. High standard of interpersonal and communication skills, especially in the context of

client care Pleasant and positive manner in dealing with colleagues and clients

July 2016

Schedule 2 Flexibility and willingness to provide support as required to Partners and staff within the

office Ability to work as part of a busy team

July 2016