Family Legal Secretary

Surrey – Salary negotiable based on experience

• To liaise with all members of the department to ensure that good management of diaries
• Meeting with clients to assist with the preparation of documents, ie, Form E financial statements, to include obtaining necessary documents, collating and scheduling the same, liaising with client in relation to amendments to documents, etc.
• Ensuring new enquiries are dealt with promptly.
• To ensure that all family Court hearing and directions are diarized and actioned at the appropriate time.
• To liaise with clients, Counsel, the Court and other third parties to include by e-mail telephone, in person, etc.
• Preparation of bills for the department for approval by fee earner and sending to client.
• Initial credit control for the department, liaising with fee earners in the department in relation to outstanding invoices and action to be taken, ie, referral to credit control, ensuring the action is taken.
• Dealing initially with any queries raised by a client, in consultation with the fee earner, in relation to fees incurred.
• To liaise with clients to ensure funds have been received on account in relation to Counsel’s fees and other disbursements.
• Arranging payment of Counsel’s fees, etc, upon receipt of invoice.
• Daily monitoring of Court Portal - up-date on case status, approved, sealed order, notice of hearing, etc.
• Preparation of hearing bundles together with other practice direction documents in advance of Hearings. Being aware of and keeping up-dated in relation to the Practice Direction rules in relation to hearing bundles.
• Preparation of cost statements (Form H, Form H1, N260) in advance of hearings and ensuring these are filed and served in accordance with the Court directions.
• Ensuring files are correctly set up in proclaim and ensuring that all compliance checks have been completed.
• BigHand dictations.
• Preparation of standard letters to be sent to clients (using standard templates, ie, enclosing Notice of Hearing, etc.
• Organising and taking minutes in relation to Department meetings.
• Other department admin.  

• Extensive relevant experience as a Legal Secretary in a Family Department
• Have a strong working knowledge of iManage and Bighand or similar tools
• IT literate with high level of proficiency in Microsoft Office suite (Excel, PowerPoint, Word, Outlook), Lync - Skype for Business and Microsoft Teams
• Detailed and strong working knowledge of and high level of proficiency in Elite billing
• Exemplary document management and filing
• Excellent telephone manner
• Excellent organisation and prioritisation skills
• Applies knowledge and judgement to solve problems and make decisions
• Experience of delegating to, and training, junior team members