Legal Secretary

The Role

The role of the Legal Support Secretary (LSS) is to provide a firstclass professional support service to all fee earners. The support provided will be as part of a team with shared responsibilities and collective accountability. LSSs will be expected to refocus tasks and priorities periodically as required by the fee earners and/or practice area. The LSS reports to the Office Manager and is expected on a daily basis to create a positive working relationship with the fee earner(s) and their peer group. There are key categories detailed below which describe the core areas of the support service provided by an LSS.

Key Responsibilities

The support provided will be as part of a team with shared responsibilities and the LSS will be expected to refocus tasks and priorities periodically as required by the practice/functional area. The LSS reports to the Office Manager and is expected on a daily basis to create a positive working relationship with the fee earner(s) and the team with whom they work. Below describes the core areas of the support service which an LSS provides.

Core Services

• Calendar/Meeting Management maintain and manage fee earner schedules and act as the key contact point for fee earners both internally and externally.
• Travel organize complex travel bookings in liaison with the local travel agent together with any visa applications and transport bookings.
• Time & Expenses oversee time entries and amendments for fee earners on a timely basis; timely submission of expense reports.
• Liaising with Reception for meeting and video conference setup.
• Draft emails and letters printing/copying/scanning
• Team Support work collaboratively with other LSS team members to provide a responsive and professional support service to fee earners; covering for team members during absences back up reception cover when working shift ends at 19.00

Practice Support Services
Clearance Risk and Compliance

• Handle client conflict checks and clearance with the conflicts team based in London.
• Coordinate matter set up in liaison with Partner/fee earner to ensure minimum mandatory information has been provided and liaising with HR regarding client secondment setup.
• Followup with Partners/fee earners in respect to compliance around engagement letters and MTM.

Matter Management

• Matter project administration organize client & matter team meetings regular document archiving drives create matter folders upload documents to matter site.
• Notify Billing Business Development when a Partner instructs a matter to be closed.

Matter Team Support

• Document Management/Production manage document processing from beginning to end including edits formatting house styles and proofreading liaising with the Document Production Unit in Paris/London if required.
• Assist the matter team with the original process (soft & hard copies) when necessary.
• Liaise with the office assistant regarding printing of bibles and bundles together with any other bulk printing requests.
• Attend practice area meetings taking notes and providing other administrative support when needed.
• Support Matter Team on the use Best Delivery tools (CC Connect Workshare transact Template automation)

Functional Area Support
Business Development

• Assist Business Development and Partners with formatting and amending pitches.
• Notify Business Development of pitches that are won or lost if Business Development are not aware through their updates.
• Tracking BD activities
• InterAction entries

Finance

• Update and maintain all system information for fee earners matters including generate monthly draft bills running matter financial reports amending billing narratives time transfers invoice markups and time splits if needed
• Add phases tasks rates and debtors to matter financial information
• Make sure that engagement letters are registered in the system update Financial Controller and Billing Coordinator

Human Resources

Key Working Relationships

Along with all Secretarial Services staff a key attribute of the LSSs success will be dependent on the positive and collaborative working relationships which they build with colleagues in the Practice Area. The key working relationships for the LSS will be:

• Fee earners to whom they provide firstline support and cover support
• Office Manager
• Billing & Finance Business Development Human Resources Best Delivery IT and Reception
• Document Production Unit

Performance Standards

A Legal Support Secretary will be assessed on the basis of their performance. Contribution will be measured according to the individuals delivery against the core role categories identified below together with additional objectives. Performance is measured by reviewing the individuals ability to demonstrate the behaviour and skills outlined in the Competency Framework and supported by the firms Values. These skills and behaviours are grouped under the following headings:

• Technical
• Administration
• Organising and Managing Resources
• Working Relationships
• Communicating & Influencing
• Commitment & SelfMotivation
• Analytical Thought & Problem Solving
• Leading & Developing Others
• Organisational /Strategic Thinking

Qualifications :

Key Requirements

Skills:

• Minimum typing speed 60wpm with a high level of accuracy.
• Very Good knowledge of MS Word PowerPoint Excel Outlook and Adobe Acrobat Pro DC
• Previous experience of working in a similar role within a large law firm

Qualifications:

• University Degree
• Fluent English Level

Additional Information :

Equal opportunities statement

At Clifford Chance we understand that our true asset is our people. Inclusion is good for our team and their families our firm and society.

We are committed to treating all employees and applicants fairly and equally regardless of their gender gender identity and expression marital or civil partnership status race colour national or ethnic origin social or economic background disability religious belief sexual orientation or age.  This applies to recruitment and selection terms and conditions of employment including pay promotion training transfer and every other aspect of employment.

We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.

Our goal is to deliver an equality of opportunity an equality of aspiration and an equality of experience to everyone who works in our firm. 

Find out more about our inclusive culture here.