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

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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.

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