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LEGAL ASSISTANT – TO RUN THE SECRETARIAT OF A SMALL LAW FIRM

LEGAL ASSISTANT – TO RUN THE SECRETARIAT OF A SMALL LAW FIRM

Duties and responsibilities:

Normal duties will include:

1. manning reception (including mini-switchboard, central e-mail address and fax), dealing with clients’ enquiries in English and Polish (and sometimes Russian) by telephone, email, e- fax and in person, providing estimates of fees, running the centralised PC appointments diary and making appointments, greeting clients and making copies of ID and proof of address documents, witnessing clients’ signatures

2. informing clients of general requirements in relation to work as notaries with regard to the form of notarial documents, collecting data from clients prior to appointments – necessary for preparation of notarial acts and certificates, drafting some notarial acts and certificates and in relation to work as solicitors with regard to conveyancing, wills and probate, immigration and other legal work the firm deals with, photocopying, scanning, e-mailing and faxing, arranging couriers, occasionally collecting and posting letters and parcels by DX and Post Office and performing general clerical and administrative work
3. contacting universities, schools, colleges, courts and other organisations and law firms with enquiries relating to authenticity of documents
4. keeping the Notarial Register and Protocol written up to date and filing and archiving notarial documents online through Notary SAFE
5. managing the daily double entry book-keeping inclusive of registration of new clients and new matters, collecting fees and preparing and issuing receipts and VAT invoices, paying-in cheques and running regular credit control
6. keeping up-to-date with changes in the law, policies and regulations, including attending internal and, if need be, external training courses
7. generally caring of the reception area including supervision of office waste disposal daily internally and twice a week externally and making occasional hot and cold drinks for clients

Hours of work: 9.30 am – 5.30 pm, Monday-Friday (lunch break between 1.00 pm – 2.00 pm). 28 days holidays inclusive of statutory bank holidays.

Skills required:

  • Good command of written and spoken English and Polish and if available basic command of spoken Russian
  • General knowledge of Polish and English law concepts and procedures
  • Experience of dealing with individual and corporate clients
  • Organisational skills – must be highly organised, methodical, accurate and have attention to detail with ability to manage a number of tasks concurrently so as to meet all objectives, priorities and deadlines in relation those tasks as well and must also be as effective in evaluating alternative courses of action or solutions in the light of client’s needs, objectives and priorities with minimum supervision
  • Ability to identify the issues arising in a matter including identification of the relevant law, ability to identify additional information required to progress the matter and to carry out legal research and ability to identify the legal implications associated with the issue and to apply the knowledge of the law to the factual issues relevant to a client’s matterAbility to show own initiative and be pro-active, self-motivated and enthusiastic as well as to work as part of a small team
  • Knowledge of operating mini-switchboard on 3 telephone lines and pleasant telephone manner
  • Computer literacy – Windows, Word, Excel and Outlook, electronic book-keeping, data input and typing skills

STARTING DATE: 6th September 2019

SALARY: MARKET RATE, NEGOTIABLE

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