As the single point of contact for Partners and Fee Earners and the
completion of their work, the role will undertake all aspects of the
Legal Secretary role, or where appropriate, manage the workflow by
utilising Admin Assistants and Document Production, retaining
ownership and accountability of all tasks through to completion.
Provide a high quality, comprehensive workflow management and
organisational service to fee earners in the group and exceptional
client service.
Key Responsibilities
Client Relationship Management
Become an active part in the care of clients and be wholly
familiar with contacts/clients and dealing with basic client queries
as appropriate.
Manage the production of documents and check returned work
produced by the Document Production team/speech recognition for
accuracy/formatting, before it is passed to the relevant lawyer.
Taking and making client related calls, dealing with and handling
message taking as appropriate.
Liaise with Client & Marketing and provide support for
scheduling tender meetings, directory interviews, client training etc.
Manage Interaction and ensure new prospects, clients and contacts,
activities and business development information are added.
Responsible for keeping up to date with client specific protocols
and processes, implementing, providing guidance and training to
others where necessary and ongoing monitoring.
Administrative
Responsible for files to be opened and closed and supervise
general filing requirements and record keeping and production of
engagement letters ensuring compliant at all times.
Monitor and manage key dates for clients and ensure compliance
procedures are up to date on all files and matters.
Support fee earners in business development activities including
the involvement in preparation of pitches and presentations,
scheduling meetings e.g. tenders, directories, internal clients.
Work with business development managers on the maintenance of CRM
to ensure key client contacts are in Interaction and 'bounce-backs'
e.g. contacts with rejected email addresses are reviewed, updated or
archived from system.
Assisting in the organisation of internal and external events,
seminars and conferences (vulture).
Manage diaries, ensuring they are up-to date, anticipating
requirements e.g. associated travel /accommodation bookings, meeting
rooms, drafting itineraries, preparing agendas, preparing and
circulating papers.
Produce and maintain Excel spreadsheets as required.
First point of contact for the team, dealing with queries and
acting on initiative to provide exceptional client service,
promoting and developing ownership within the teams.
Assisting in the tender process - liaising with Business
Development, collating outstanding information, assisting with
draft/final submissions.
Arrange for the preparation and collation of internal sector
newsletters and briefings.
Arrange photocopying, printing, organising couriers, sending out
letters, faxes etc.
Receiving instructions via digital dictation for tasks and acting
upon the same.
Maintaining LinkedIn profile, updating connections and adding new activity.
Checks CVs, copies of old tenders.
Manages enquiry inboxes, and website queries.
Communication
Key point of contact for allocated Partners, Fee Earners and
Clients to maintain relationships and ensure a high level of support
is always provided by the team.
Monitor post and/or emails and dealing with as appropriate
ensuring all client related correspondence is passed on to an
appropriate Fee Earner and actioned as necessary; proactively
responding to and drafting responses on behalf of others,
prioritising emails, collating necessary paperwork and e-filing.
Liaising with and providing support to their immediate colleagues
in the department, and where practical, other legal and support
departments as requested by Hub Leader/Legal Support Manager.
Assisting others where there is spare capacity or it is evident that
a colleague needs assistance with their workload.
Answering phone calls for other members of the team when they are
away from their desk and participating in a lunch time telephone
rota within the Legal Support team.
Minute taking, following up designated actions to ensure
completion ahead of the next meeting.
Liaison with and taking direction from your Legal Support Manager.
Liaise with the Legal Support Managers over any planned absences,
arranging cover as necessary and communicating this to the relevant
Fee Earners.
Processing
Responsible for managing priorities and workloads to ensure
deadlines are met. Liaising with Hub Leader/Legal Support Managers
where challenges arise.
Responsible for managing the creation and maintenance of data
rooms and client information in accordance with case milestones.
Responsible for ensuring client and matter data is maintained and
updated within appropriate systems, raising requests with the BAU
team as appropriate.
Online applications e.g. Companies House, Land Registry,
Searchflow, CRU forms.
Undertaking searches and completion of requisite forms and submissions.
Ensuring compliance with firm wide/department policies and procedures.
Customer Service
Arranging and attending team meetings.
Liaising with Fee Earners, Hub Leaders and Legal Support Managers
to take instruction and liaise on work requirements.
Consistently and appropriately update service users on progress
where appropriate.
Regularly offer assistance wherever possible.
Essential Skills & Experience
Advanced knowledge of document management/case management systems.
An effective communicator with the ability to establish and build
client relationships; striving to provide exceptional service at all times.
Customer/client service focused.
Proven experience of managing high level client facing tasks and
priorities, with a hands-on, practical approach.
Effective at investigating issues and seeing a problem through to conclusion.
Conscientious, taking personal responsibility for own work and
accountability for its delivery and quality.
Excellent team player, sharing in team goals to provide excellent
quality and efficiency of service, with a willingness to take on new
responsibilities and challenges.
Positive can-do attitude with the ability to adapt to change.
Confidential and discreet but able to redirect information when
appropriate to ensure areas of concern are resolved effectively.
Well organised and methodical with excellent attention to detail,
ensuring accuracy in all client communications and deliverables.
The Firm
Clyde & Co is a leading global law firm, helping organisations
successfully navigate risk and maximise opportunity in the sectors
that underpin global trade and commercial activity and enable global
prosperity, namely: insurance, aviation, marine, construction, energy,
trade and natural resources. Globally integrated, we offer a
comprehensive range of contentious and non-contentious legal services
and commercially-minded legal advice to businesses operating across
the world. We are committed to operating in a responsible way by
progressing towards a diverse and inclusive workforce that reflects
the communities and clients it serves and provides an environment in
which everyone can realise their potential, using its legal and
professional skills to support its communities through pro bono work,
volunteering and charitable partnerships, and minimising the impact it
has on the environment including through a commitment to the SBTi
Net-Zero standard and the setting of ambitious emissions reduction
targets. The firm has 490 partners, 2400 lawyers, 3200 legal
professionals and 5500 people overall in nearly 70 offices and
associated offices worldwide.
Our Values
Our values are the principles that guide the decisions we make, unite
us in our endeavours and strengthen our delivery, for our clients and
our firm. We:
Work as one
We are a globally connected team of talented people
who act with a firm-first mentality to achieve success
Excel with clients
We aim high and challenge ourselves to deliver
unique excellence for our clients, keeping them at the centre of
everything we do
Celebrate difference
We help each other to be at our best and believe our
differences result in greater achievement
Act boldly We
seek new opportunities, take action and learn as we go, recognising
that curiosity drives our development and contributes to growth
Business Services Competencies
Clyde & Co is committed to providing extensive, personal and
professional development opportunities for our people enabling them to
be highly effective in their current role as well as assisting them to
fulfil their career aspirations.
The competencies are used to inform all aspects of Business Services
career development. They vary across levels and different business
areas and fall under the following areas:
Technical Excellence
People and Team
Client/Stakeholder Relationships
Service Delivery and Commercial Awareness
Personal Effectiveness
This is the job description as constituted at present;
however the Firm reserves the right to reasonably amend it in
accordance with the changing needs of the business.
