Legal Assistant

Summary about this job

Detail information about job Legal Assistant. Terms and conditions vacancy

SUMMARY

The person in this role will provide support to two Principals, one Senior Associate and one Lawyer. The Sydney Law Group are seeking a person who will, in additional to undertaking secretarial work, also proactively and enthusiastically assist with the organisation and management logistics of the Sydney practice.   

JOB OVERVIEW

In this role you will be integral to the smooth running of the practice, ensuring that the busy operators receive smooth and effective support. It is essential therefore that you have a strong grip on the typical

everyday IP legal secretarial tasks such as word processing, preparing and reviewing court documents

and emails, and general administration.

You will need to appropriately assist with the administrative requirements of each matter. Amongst other things, this will involve coordinating meetings with clients, Counsel, witnesses and others, organising the papers necessary for the particular stage of the matter, managing a large and complex filing system, dicta-typing, amending correspondence, assisting in the management of large scale discovery etc.

You will need to be an accurate worker with a strong eye for detail and ability to review and check your own work. You must have the ability to remain focussed and to be able to deal with a number of complex matters at one time. This role requires someone who is enthusiastic about their work and displays an overall work ethic. Experience working with tight deadlines is highly regarded. This role may necessitate working back at short notice to ensure critical deadlines are met.

The role will suit a person who enjoys; taking on responsibility for the secretarial and administration work assigned to them, is able to pre-empt the needs of their operators, and requires minimal direction and/or supervision.

KEY RESPONSIBILITIES

- Word processing of legal documentation and general correspondence including dicta-typing, copy typing and amendments of letters of advice and Supreme and Federal Court and other documents

- Preparation and collation of documents for Court hearings, including compilation of Briefs to Counsel

- Preparation of papers for client and other conferences

- Organising discovery documents in a systemised and accurate manner (including using document management software)

- Diary management including assisting in organising day to day activities and Court deadlines

- Maintaining a daily follow up system to ensure files are properly monitored

- Organisation of itineraries and travel arrangements

- Liaison with clients, barristers and solicitors

- Opening and closing files

- Organising monthly billing

- General clerical duties including filing, photocopying and faxing

- Booking travel for the lawyers

- Providing administrative support for professional association business

- Miscellaneous secretarial and administrative duties as required including backup support to other secretaries and operators during periods of overload

- Assisting with management of roles in external organisations

SKILLS AND EXPERIENCE

- Minimum 2 years legal or IP secretarial experience

- Accurate typing, minimum of 60 wpm

- Transcribing dictation using a digital system efficiently

- Intermediate to advanced Microsoft Word, Outlook, PowerPoint and Excel

- Advanced database and internet search skills

- Efficient and accurate invoice processing and posting

- Advanced skills formatting and setting out documents (in line with the visual standards)

- Advanced skills using standardised templates

- Superior organisational and administration skills

- Strong English skills – spelling, grammar and drafting of correspondence

- Eye for detail and proof reading skills (accuracy is paramount)

- Hard copy and file handling skills

- Superior telephone and client enquiry management skills

- Solid time management and recordal skills

- Is familiar with electronic court databases and filing systems

ATTRIBUTES AND BEHAVIOUR

- Makes appropriate suggestions for improving work processes/practices

- Excellent organisational skills

- Competent working with numbers (ie. reconciling, marking off figures using spreadsheets & tables)

- Strong interpersonal and communication skills

- Speaks in a courteous and professional manner at all times to clients, partners and colleagues

- Builds good working relationships with managers, colleagues and clients

- Works co-operatively and is proactive in assisting others

- Enjoys working in a small team environment

- Seeks to resolve any internal conflict that may arise

- Maintains confidentiality at all times

- Works well under pressure, maintaining a professional and calm demeanour

- Demonstrates a sense of urgency

- Enjoys working in an IP (law and/or professional services) firm, supporting experienced professionals and clients in the field

- Demonstrates a strong client service focus supporting the commercial practices of the firm

- Enjoys learning on the job and via attending internal training

- Demonstrates a positive and flexible attitude at work, and even temperament

- Adheres to the firm's policies and processes at all times

- Is proactive

Performance and conduct will be measured against the criteria listed in this position description, which may be updated from time to time.