Legal Secretary

We are now recruiting a Legal Secretary for our Bristol office. The successful candidate will provide high quality and efficient Legal Secretarial support to our fee earners., Organisation:

• Diary management of fee-earners as required, using own initiative to arrange meetings and conference calls.
• Checking of fee-earner e-mails as required in their absence; responding where able, booking video/conference calls, meeting rooms and required refreshments, and making lunch and dinner reservations.
• Making simple travel arrangements as required e.g. booking train tickets and collating itineraries.
• Handling telephone enquiries in a professional and polite manner, taking accurate messages and following up on any agreed actions.
• Maintaining and organising files, records and documents, ensuring they are easily accessible when needed (this can include both physical and digital records).
• Gatekeeping by ensuring fee earners time is spent in the correct way and assisting with non-chargeable work when required.
• Sending out blogs to both internal and external contacts.
Finance
• Liaising with fee earners to ensure all PI checklists are completed and IO matters are fully opened.
• Maintaining WIP schedules and ensuring all matters are billed in PBM.
• Checking all rates, addresses, splits and references are correct.
• Checking and preparing all invoices ready to be sent out.
• Liaising with Finance regarding aged debt management.
Documents/Correspondence
• :
• Only those which are not mandated for production/collation by DPD or of a length that are typed by individual fee-earners.
• Managing the workflow to DPD, Reprographics etc. as required; proactively taking steps to ensure work is returned within required timescales.
• Amending and formatting documents as required.
• Short pieces of copy-typing and digital dictation as required.
• Carrying out PDF to Word conversions and vice versa.
• Collating all indexing on legal documentation and setting up files as necessary.
• Production of short, less complex PowerPoint presentations as required.
• Proof-reading of all documents to ensure the delivery of work of the highest quality.
• Any general correspondence as may be required from time to time.
Support of other functions/activities:
• Insertion of business contact cards into Outlook and InterAction.
• Processing fee-earner expenses on Chrome River in a timely manner.
• Liaison with Business Development, Marketing, Events and Finance Teams with a view to supporting them on specific team-based tasks.
Reporting line The role reports directly to the Head of Practice Services (Tina Lambert).


• High levels of IT literacy in Microsoft Word, Outlook, Excel and PowerPoint (although more complex and/or lengthy documents are likely to be undertaken by others in dedicated roles).
• Previous experience of working within a busy insurance environment is essential.
• Excellent client care skills - the ability to deal with queries from internal and external clients in a professional and polite manner.
• Excellent organisational skills - the ability to take responsibility for own tasks and prioritise work in a calm and efficient manner.
• Highly developed communication skills - the ability to communicate in a confident and professional manner with people at all levels within the business.
• Demonstrate flexibility/adaptability in meeting internal and external clients' demands - in both the nature of the work undertaken and working additional hours as required to complete the task(s).
• Demonstrates a growth mindset and is committed to lifelong learning to build knowledge and expertise.
• Delivers a [internal and external] client experience that exceeds expectations.
• Demonstrates an organised approach to their work. Plans, prioritises and uses technology to work efficiently.
• Works commercially to achieve the objectives of the team/firm.
• Collaborative and works effectively in a team.
• Develops strong working relationships.
• Delegates work effectively.
• Committed to being part of a supportive, inclusive and collaborative firm culture.
  
  RPC is where you'll thrive. You'll join a team that leads by working together, where diverse perspectives are valued, curiosity is encouraged, and everyone pulls in the same direction to deliver commercially minded work that makes a real difference for our clients. It's this collaborative approach that's building RPC to become the destination firm in our chosen markets.
We work with the biggest names in retail, insurance, technology, media and the professional and financial services worlds. Our international reach means we support clients wherever their business takes them. It's this focus that provides the platform for deep experience with the clients and matters that define our sectors. As a lawyer or business services professional, you'll be a part of a firm that inspires belonging - where people are involved, valued and trusted to do their best work. Flexibility and trust sit at the heart of how we work. And we're not standing still. Across every one of our offices, we're deepening our international reach and investing in where we're headed. RPC is a firm with momentum, and there's real opportunity to help shape it. Diversity, equity, inclusion and belonging We are problem solvers. Whether in front of clients or behind the scenes. To solve problems creatively for clients, we need diverse collaborative thinking; drawing on different experiences, backgrounds and perspectives. That means that everyone who either applies to, or works for, the firm is treated equitably. We believe in removing barriers to equal access not least because our people define us and define what we do. If you need support and adjustments to do your best work, whether that's during the recruitment process or throughout your time at RPC, we're here to help. Flexible working that supports your commitments outside of work is an important part of our culture and, where possible, we will support this across all roles. Please get in touch with our recruitment team if you have any questions about our hybrid working approach or flexible working policy.