Job Description
The Role
We are a well-established legal practice seeking a professional and reliable Legal Secretary / Administrative Assistant to join our busy team. This is a varied role offering the opportunity to work across multiple legal areas, providing vital support to fee earners, and helping to ensure the efficient running of the office.
You will play a key role in managing client correspondence, maintaining files, preparing documents, handling billing records, and coordinating day-to-day office administration. The ideal candidate will be proactive, highly organised, and able to work efficiently in a fast-paced legal environment.
Key Responsibilities
Legal & Administrative Support
Handle incoming/outgoing emails and post, ensuring fee earners are informed and documents are saved accurately in the case management system (ALB).
Draft, format, and time record letters, emails, and legal documents in line with Legal Aid and Private Client billing structures.
File and archive documents (physical and digital), ensuring client files are kept up to date.
Prepare and send out Letters of Engagement, follow up where necessary, and assist with compliance checks and risk assessment forms.
Assist with court bundle preparation, including liaising with clients and other parties for bundle approval and court filing.
Office Administration
Keep office spaces tidy and organised (including meeting rooms, reception areas, and shared spaces).
Load and empty dishwasher daily; manage paper and headed paper supplies for printers and copiers.
Ensure shredding bins are emptied weekly (and as needed), and coordinate shredding collection with DoxBond.
Order office and stationery supplies, keeping cupboards and communal areas tidy.
Diary & File Management
Maintain accurate fee earner diaries, including appointments and court appearances.
Enter court orders and key deadlines into the case management system and notify clients.
Open new client files, manage archiving when files are closed or bills are paid, and conduct regular file reviews.
Client Interaction
Answer phone calls and take detailed telephone notes.
Gather client details for conflict checks and forward enquiries to appropriate fee earners.
Schedule appointments and send confirmation letters.
Welcome and assist clients visiting the office, including verifying ID for conveyancing clients.
Skills & Experience Required
Previous experience as a legal secretary or administrative assistant in a legal or professional services setting.
Confident using Microsoft Office and case management systems (experience with ALB is desirable).
Strong written and verbal communication skills.
High level of accuracy, organisation, and attention to detail.
Ability to manage multiple tasks, prioritise workload, and meet deadlines.
Professional, discreet, and client-focused attitude.
This role is based in Douglas
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