Legal Secretary at Mayfly Agri (Pty) Ltd

Job Description

• A full-service law firm offering legal advice to UK and international businesses as well as individuals and families is seeking and experience Legal Secretary to assist lawyers by performing administrative tasks such as scheduling appointments, managing correspondence, and preparing legal documents with the aim to maintain efficient office operations.

Minimum requirements for the role:

• Must have a relevant tertiary qualification
• Must have proven experience as a secretary, administrative assistant, or similar role
• Strong organizational and multitasking skills are essential
• Excellent written and verbal communication skills are required
• Proficiency in using remote collaboration tools and office software is advantageous
• Accurate typing with a speed in excess of 60 wpm is necessary
• Must be able and willing to work UK hours as required

The successful candidate will be responsible for:

• Building and maintaining a basic knowledge of the legal services provided and the processes to be followed.
• Maintaining an awareness of fee earner work types and specialisms and current work capacity.
• Acting as the first point of contact for all new enquiries in line with the new enquiry process.
• Establishing client needs and promoting services appropriate to the client, including the upselling of services.
• Providing an initial overview of services and pricing.
• Logging all new enquiries, monitoring the enquiry spreadsheet to ensure that follow-up action has been taken by the fee earner and recording the outcome of enquiries.
• Directing clients on existing matters to the appropriate fee earner and engaging with the fee earners on client call backs.
• Providing general secretarial support to the fee earners as required, including digital dictation, precedent letters, and LPAs, managing diaries, and booking client appointments.
• Assisting with general administrative duties including opening/closing files on Tikit, drafting and sending out TOBLs, and conducting ID and AML checks.
• Monitoring the fee earning billing spreadsheets to ensure ongoing records of bills are being maintained and producing bills for clients throughout the monthly billing cycle where possible and at month end.
• Updating the fee earners on the billing position and WIP management.
• Adhering to strict confidentiality guidelines in handling sensitive client information.
• Ensuring compliance with procedures laid down in the Firm’s Staff Manual and available on the Firm’s Intranet.
• Complying with IT procedures laid down in the Firm’s Security Manual, which is available on the Firm’s Intranet.
• Complying with risk and quality standards laid down by the Firm in the Risk and Quality Manual (the up-to-date version of which is maintained on the Firm’s Intranet).