This role is vacant due to illness from previous employee. This is a legal role within the private wealth space.
The team consists of 3 partners, 3 senior associates, 1 associate and 3 solicitors, so a fairly big team. There is one other legal secretary. This is an office-based firm, they do allow for flexibility as an when its needed, but prefer staff in the office.
Culture : Good sports social groups. Friday night drinks, morning teas. They offer continual learning . Domestic leave of 37.5 hours on top of normal leave.
Position Description
Legal Secretary/PA
2024
Position Description – Legal Secretary/PA
5899731_1 © Hesketh Henry 2013
Position: Legal Secretary/PA
Reports to: Group and Team Leaders
About Hesketh Henry Hesketh Henry is an innovative and professional law firm with a clear commitment to its clients to deliver outstanding legal service to enable them to achieve their commercial and personal objectives. The firm takes a no-nonsense, straight forward approach to providing high-calibre commercially orientated advice. The firm is both personal and professional in style. In a field where formulaic answers are, we identify clients' needs and then focus on delivering practical legal results.
1. Purpose of Position
1.1 To provide secretarial and administration services as part of the support team.
1.2 Ensure and maintain a high level of service to internal and external clients and
contacts.
1.3 Support other members of the secretarial team.
2. Relationships
Working Relationships Purpose of Contact
External:
• Clients
• Service Providers
Liaise with regard to meeting times and work in progress Liaise with regard to services for the firm
Internal:
• Partners/Solicitors/Legal Executives
• Management team
• Secretaries
• Reception
Liaise with regard to work in progress and firm matters related to the position Liaise with regard to:
• Accounts, settlement statements and billing/time recording
• Day to day practice matters that affect the position
• Personnel issues Liaise with regard to workflow, backup and support Assist with eDiscovery files Advise reception of client visits or expected telephone calls, faxes and other communication
Position Description – Legal Secretary/PA
5899731_1 © Hesketh Henry 2013
3. Principal Accountabilities
3.1 The accountabilities detailed below cover the critical aspects of this job. The job
holder is responsible for delivering on these, with the measures defining the
standards for delivery. These accountabilities can be extended through delegation
from the General Manager. Change or extension of accountabilities will be
discussed and agreed.
Accountabilities Measures
Accounts/Billing Input time sheets into the system.(if required)
Assist authors with monthly billing process as
required.
Receipt of incoming payments and update on the
system.
Administration
Photocopying, filing and faxing of documents
Shredding of confidential documents.
AML Administration Complete AML forms with authors at start of
matter.
• Draft internal assessment forms
• When supporting documents obtained,
follow internal processes and complete
AML bundle to be filed in iManage.
• Liaise with Compliance Manager with any
queries or anomalies.
Appearance Dress in a corporate professional manner and be
tidy and well groomed at all times.
Position Description – Legal Secretary/PA
5899731_1 © Hesketh Henry 2013
Communication /
Correspondence
Prepare all mail and dispatch according to
instructions.
Receive, view and ensure faxes are delivered in
a timely manner.
Manage client contact including:
• receiving telephone calls and enquiries;
• recording messages and emailing/writing to
the intended receiver. Include the name of
the caller, time and date called and a brief
message.
Manage and maintain the authors email and
voice mail as required.
Confidentiality Maintain a high level of confidentiality with all
information belonging to the firm.
Debtors Make every effort to assist clients to pay their bills
as soon as possible.
Deeds Management Scanning and profiling deeds with high attention
to detail before forwarding to Records team.
Locating scanned or physical deeds for authors
ahead of client meetings.
File Management Maintain and update files efficiently to ensure
accurate records are kept:
• ensure all relevant emails and documents are
stored correctly in the firm's document
management system (iManage) using the
correct Client ID and Matter Number;
• ensure all filing of documents,
correspondence, emails and faxes are kept
up to date on client files, are in date order and
accessible to other team members;
• Meet deadlines for billing and organise work
efficiently by using effective time
management skills.
Health and Safety Take regard for safe working practices in the
office.
Bring to the attention of management any
working practices that may cause concern.
Position Description – Legal Secretary/PA
5899731_1 © Hesketh Henry 2013
Information Management
Manage and maintain the filing systems in an
efficient manner.
Open, close and archive files in line with the
firm’s procedures.
Accurately maintain and update the client data
base with regard to client contact information.
Maintain and keep up to date the legal precedent
system.
Marketing Assist with the special client initiatives such as
lunches, dinners, special events and seminars
including:
• client liaison;
• organising invitation and maintaining a list of
acknowledgements and attendances.
Office Equipment Ensure a sound working knowledge of office
equipment use and procedures such as
computers, telephones, voicemail, email,
Winscribe, photocopiers, faxes.
Organising
Maintain diaries for authors as required including:
• ensuring appointments are recorded;
• reminding authors of scheduled meetings on
a daily basis.
Organise travel arrangements as required.
Arrange meetings, book meeting rooms and
organise catering as required including taking
notes at meetings (if required).
Quality Assurance Ensure that all work practices are delivered to a
high standard.
Relationships Maintain a positive and proactive working
relationship with other secretaries, support staff
and authors including:
• using your initiative to assist with work flow,
overload or to cover staff absences.
Training Ensure ongoing development of skills relevant for
the position including:
• attending training courses
Position Description – Legal Secretary/PA
5899731_1 © Hesketh Henry 2013
Word processing
Prepare all word processing as required for
authors for distribution including:
• ensuring all material is prepared accurately
and in a timely manner
• proof reading and checking all work to ensure
a high level of accuracy
Preparing legal documents using precedents and
ADLS forms
Drafting short letters and cover notes for bills and
other documentation
Typing of general correspondence
4. Skills and Attributes Required
4.1 A high standard of professional presentation is required at all times.
4.2 An ability to meet deadlines and remain calm under pressure.
4.3 An ability to communicate politely and effectively, both on the telephone and in
person.
4.4 An appreciation for confidentiality
4.5 Minimum typing speed of 50 wpm
4.6 Strong working knowledge of Microsoft Word
4.7 Basic knowledge of accounting procedures
4.8 Experience of legal processes and documentation
4.9 Good time management and organisation skills and an ability to prioritise to meet
deadlines and work under pressure
4.10 Initiative and an ability to work without supervision
4.11 Team work skills
4.12 High standard of spelling, grammar and vocabulary skills