Legal Secretary

Legal Secretary - Trademarks

The Legal Secretary will support a group of fee earners, this role is an integral part of the team, providing a dedicated service to the Trade Marks team, supporting the delivery of both case-work and providing Legal secretarial support to the team in a busy and deadline-driven environment. The role requires a high level of organisation, with excellent attention to detail and ability to prioritise a range of competing tasks. Proven experience of working in a Trade Marks environment and supporting a team are essential.

Main Responsibilities / Duties of the Legal Secretary
•Preparing and sending conflict checks for new clients/oppositions.
•Drafting retainer letters including checking for money laundering documentation. Drafting responses to clients with queries regarding retainer letter where necessary. 
•Creating new matters/clients for group including transferring correspondence from pending folder to new matter.
•Setting up physical file and internal client's records and assisting TMPs ensuring all physical files are maintained and up to date.
•Ensuring all incoming correspondence is logged on the firm's Document Management System to maintain the corresponding electronic files.
•Having an understanding of all current cases within the team and be proactive to provide support to each fee earner / TMP.
•Providing ad-hoc Trade Mark paralegal cover as and when required including producing standard letters such as filing reports, advertisements and registration certificate dispatch letters.  Preparing draft oppositions, TM/design filings etc.
•Assisting on the invoicing for all matters across the group.   This will include; being responsible for the timely preparation and dispatch of bills, checking the bills each month and liaising with members of the team and the Accounts team to ensure that the process is completed correctly within the timescales provided.
•Audio-transcription and typing of letters, faxes, memos and other documents.
•Answering incoming telephone calls for the team.
•Coordinating and managing multiple diaries and appointments, including booking rooms, lunches, taxis and other tasks as and when required.
•Working with other legal operations in the wider Department with a view to providing holiday, illness and other necessary cover to agreed standards.
•Working with the team to ensure that procedures are followed.  Updating procedures as necessary.
•Providing training to newcomers to the team including a run through of practice manual.
•To work under pressure to meet deadlines with a flexible attitude to working overtime and adjusting working hours when required.
•As part of the role, the candidate may be required to supervise and mentor junior members of the team.

Skills / Experience;
•Maths and English GCSE at grade C or above.
•Proven experience of working in an administrative role and ITMA Administrator qualification are both desirable.
•Good mathematical skills (candidates must be comfortable working with numbers as part of the billing process).
•An ability to demonstrate excellent organisational skills and ability to prioritise and work towards multiple deadlines.
•Dynamic and driven individual with initiative and a ‘can-do’ attitude.
•Excellent attention to detail.
•Excellent oral and written communication skills.
•Ability to work well under pressure and to maintain professional standards at all times.
•Excellent team-working skills.
•Excellent IT skills: knowledge of Microsoft Word and Excel.
•Genuine interest to developing a career within a legal environment is essential.
•Willingness to learn and to train others.
•Adaptable and flexible approach.

For more information please contact Lauren Quarrington