Legal Secretary

The Team
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.At Clyde & Co we view diversity as critical to the international nature of our business and have created a working environment where
people from different backgrounds can thrive. It is the Firm's policy to treat all employees and job applicants fairly and equally regardless
of their gender, gender identity, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background,
disability, religious belief, sexual orientation, or age.
Please consider the environment before printing this job description.
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.At Clyde & Co we view diversity as critical to the international nature of our business and have created a working environment where

people from different backgrounds can thrive. It is the Firm's policy to treat all employees and job applicants fairly and equally regardless
of their gender, gender identity, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background,
disability, religious belief, sexual orientation, or age.
Please consider the environment before printing this job description.
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.At Clyde & Co we view diversity as critical to the international nature of our business and have created a working environment where

people from different backgrounds can thrive. It is the Firm's policy to treat all employees and job applicants fairly and equally regardless
of their gender, gender identity, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background,
disability, religious belief, sexual orientation, or age.
Please consider the environment before printing this job description.
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.At Clyde & Co we view diversity as critical to the international nature of our business and have created a working environment where
people from different backgrounds can thrive. It is the Firm's policy to treat all employees and job applicants fairly and equally regardless
of their gender, gender identity, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background,
disability, religious belief, sexual orientation, or age.
Please consider the environment before printing this job description.
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:At Clyde & Co we view diversity as critical to the international nature of our business and have created a working environment where
people from different backgrounds can thrive. It is the Firm's policy to treat all employees and job applicants fairly and equally regardless
of their gender, gender identity, marital or civil partnership status, race, colour, national or ethnic origin, social or economic background,
disability, religious belief, sexual orientation, or age.
Please consider the environment before printing this job description.

• 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.