Office assistant (Personal injury)

Job purpose

You will work as part of a team to provide flexible assistance to secretaries and executives whilst ensuring that all administrative duties within the department are promptly and efficiently actioned.

Duties and responsibilities

• Effective handling of post (incoming, outgoing and filing), including prompt action on that which requires urgent attention. Ensuring filing system is kept tidy and up to date and that regular I.T housekeeping is undertaken.
• Opening, closing and archiving of files and ensuring that clear relevant information is maintained on file created documentation and ensuring that details are up to date on file and the system.
• Preparation of standard letters, simple letters, attendances, and internal memoranda as appropriate. Drafting relevant pleadings such as Schedule of Losses and preparation of court bundles.
• Liaising with secretaries in the department to ensure efficient completion of typing and all other work within the department.
• Organisation and administration of such matters as stationery, dealing with outside secretaries, file listing, legal aid and green form billing. It is anticipated that you will be given primary responsibility for some of these matters but you should be able to undertake all these matters as and when required.
• Photocopying of documents as required or liaising with facilities to ensure thetimely completion of the same.
• Arranging meetings, appointments, and helping with enquiries where appropriate.
• Court work: lodging documents and filling out court forms may be required; attending court for trials.
• Chasing of documents such as medical and police reports.
• Chasing outstanding costs and disbursements.
• Ensure that all billable work is recorded appropriately.
• Conducting legal research.
• Assisting in the preparation of presentations.
• To undertake such other secretarial and administrative duties as may from time to time be required.
• To keep confidential information concerning the partnership.
• To ensure that matters of a confidential nature are not disclosed to outside parties.
• To keep up to date with institutional client changes in key personnel with whom regular contact is maintained.

ADDITIONAL (ONCE PROVEN IN THE ABOVE)

• Screening telephone calls and taking relevant messages or dealing with enquiries where possible from clients, executives and others. Forward messages to relevant executives (drawing attention to senior executive available if an urgent response is required and the relevant executive is unavailable).
• Attend meetings with clients and conferences with Counsel to take notes.
• Instruction to Counsel, orders and witness statements.
• Ensuring the prompt and efficient payment in of cheques received.
• Keeping financial records, preparing bills.
• Managing a small number of cases on MOJ portal for RTAs.

Qualifications and essential skills

• Knowledge and understanding of basic legal concepts learnt from legal education (e.g. CILEX, LLB, LLM, LPC)
• GCSE (or equivalent) in English and Mathematics at grades C or above
• Adaptability/flexibility
• Ability to work as part of a team, with other secretaries and with/for different executives.
• Sound and fast typing skills (minimum 45 wpm).
• Proficient use of case management systems and Microsoft Office for administration purposes.
• Good clear telephone manner and high standard of client care.
• Capable of using initiative and demonstrating a clear methodical approach to work with limited supervision. Ability to deal with competing demands and prioritise workload effectively.
• Ability to deal with competing demands and prioritise workload effectively.

Application details

Applicants should apply via the firm website here.