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Legal Administrative Assistant
Job Title: Legal Secretary - full time, permanent role
Hours: 9:00-5:30
Location: London
Department: Private Client
Job Purpose: Assist Private Client Fee Earners in day-to-day business
Key Tasks
Reporting to Private Client Partner and other Private Client Fee Earners as appropriate.
The main tasks and responsibilities of the role include but not limited to:
- Scanning post & filing scanned docs to correct client matter. Giving hard copies to fee earner and filing when required
- Opening both electronic, and when required, paper files
- Preparing retainer letters and sending same
- Completing AML procedures
- Checking client bank account daily and preparing and filing yellows
- Booking/rescheduling appointments for fee earners
- Chasing clients for missing documents/responses
- Liaising with HMRC and HMCTS when required
- Answering telephone calls when receptionist and administrator are not available
- Dealing with out-going post as and when required
- Maintaining well-organised digital and physical files in line with firm protocols and data protection requirements
- Updating internal systems to reflect current case status, deadlines, and task.
- Meeting and Greeting visitors, as and when required (providing refreshment if required)
- Preparing and updating Probate Schedule spreadsheet
- Preparing and submitting Probate closure forms
- Preparing and maintaining fee earner file lists
- Assisting in the preparation of estate accounts, letters to beneficiaries, and notifications to banks, HMRC, and other organisations.
- Communicating with banks, utility companies, pension providers, and other relevant institutions to obtain valuations and settle liabilities.
- Tracking estate finances including bank accounts, investments, debts, and expenses during administration.
- Coordinating with agents or clearance companies for property-related tasks.
- Acting as a point of contact for beneficiaries and executors, providing updates and responding to queries professionally and promptly.
Knowledge & Skills Required
- Adept at working with Microsoft Word and Excel packages and Outlook
- Limited knowledge of Microsoft office and specific bespoke software
- Limited understanding of Probate - training may be required
- Limited understanding of Private Client work - training may be required
- Writing and maintaining attendance notes - training may be required
- Listening skills
- Good telephone manner
- Good communication skills
- Good writing skills
- Good organisations skills
- Be flexible
- Attention to detail and accuracy is essential
- Strong administrative and organisational skills
- High attention to detail and accuracy
- Ability to work independently and as part of a team
- Discretion and confidentiality in handling sensitive client matters
- Able to prioritise effectively, meet deadlines, and manage workload under pressure.
- Demonstrates initiative and a strong work ethic, with a willingness to take ownership of tasks.
Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.
By applying for this role your details will be submitted to Adecco. Our Candidate Privacy Information Statement explaining how we will use your information is available on our website.
