Legal Secretary

Note for Agencies: We are currently only accepting direct applications for this role. Please refrain from sending through applications via email to either the HR team or Partners at the firm as they will not be accepted as an introduction for the purpose of any fees. We operate a PSL for agencies that have agreed to our terms who will be invited to submit candidates at the appropriate time.

About Joelson:

We are a partner-led, London-based law firm with the flexibility to cover a wide array of clients across industry sectors both domestically and internationally. We are committed to excellence and deliver a client-focused, tailored, and bespoke service to both anticipate and meet our clients’ needs in assisting them to achieve their short, mid and long-term objectives.

Main Purpose of the role:

To be a key member of Joelson, providing a first-class service to clients. To provide administrative support for partners and other colleagues as required on a wide range of fee-earning matters. They will be the first part of the client onboarding experience and will need to demonstrate our first-rate quality of service.

To be a key member of Joelson’s Corporate & Commercial administrative team providing support to 5 partners and 13 legal specialists. The team is currently supported by 1 secretary and 1 Executive PA.

N.B. this role will primarily be covering administrative duties and would not be suitable for candidates that are seeking paralegal or training contract opportunities.

Hours:

9.30am – 5.30pm Monday to Friday, with flexibility required outside those times on occasion. We operate on a hybrid working basis and would require a minimum 3 days in our lovely open plan offices close to Regents Park.

We would also explore applicants that may require part-time flexibility for a 4 days per week role

The opportunity:

Joelson is a thriving commercial law firm based in the West End of London, with 60+ people.

• File opening – KYC checklists, engagement letters and matter acknowledgment letters; iManage for file set up
• Billing – preparing monthly reports, client invoices and associated correspondence
• File closing and archiving of matters when completed
• Onboard clients on Evaluate
• Deal accurately with e-filing of documents
• Reviewing files whilst conforming, dating, formatting, redacting, and populating documents
• Diary and Inbox Management
• Monitoring and recording client referrals
• DocuSign and monitoring and filing of emails
• Arranging conference calls and dictating necessary information
• Producing and circulating the team business development and marketing record together with the monthly team meeting agenda (internal)
• Scanning and printing documents
• Assisting in document management, preparing of bundles and pagination. Must have strong organizational skills
  
• Assisting with marketing and business development activities such as compiling invite lists, greeting clients, managing the client reception, name badges and additional support for the marketing team

Our ideal candidate will have the following:

Our ideal candidate will have the following:

• 6 months + experience of working as a admin assistant/legal secretary/legal assistant, ideally within a professional services firm
• A good academic background
• A good understanding of Lawman, Adobe, Evaluate, DocuSign and iManage
• Excellent work ethic
• An outgoing, enthusiastic and confident manner
• Excellent communication skills, both orally and in writing
• Strong organisation and administration skills and experience, with the ability to prioritise workloads effectively
• Ability to multi-task and effectively manage all the various stakeholders
• Good attention to detail
• A friendly and personable approach with colleagues and externally;
• A proactive, flexible attitude
• Ability to work on his/her own initiative as well as working well as part of a team
• Strong IT skills, including Microsoft Outlook, Word and Excel, and an ability to pick up new systems quickly

Assessment Process

1st Stage - Invitation to answer a short video question.

2nd Stage - Successful candidates will be invited to attend a virtual interview with the HR team.

3rd Stage - Successful candidates will then be invited to our office to meet with a Partner.

We accommodate for candidates that may have requests for adjustments during the process, therefore please confirm if there are any specific requirements that will help assist during the assessment process. Options such as speech to text, larger screens, written instructions, as well as step free access and additional time can be catered for.

Environment, Social & Governance:

Being a responsible business is at the core of what we do. We place value in creating a fair and equal working environment and ensuring that we operate ethically. Our B-Corp certification shows our dedication to these values! Which is why we place great emphasis on taking care of our employees, managing our social and environmental impact within our community through undertaking Pro Bono cases and by being a member of LawWorks.

We have partnered with Ecologi and are now a climate positive workforce. Moreover, this year we are proud to be supporting City Harvest as our firm charity.

Our commitment to inclusion:

At Joelson we actively encourage diversity and inclusion as an integral part of the cultural fabric of our firm. It is in our mission to provide equitable opportunities for all. As an inclusive employer, we welcome applications from under-represented identities to help improve our diverse thinking across all specialisms.

As a part of this, you will receive a short survey upon submission of your application, so that we have data by which to measure our progress and continue to improve our diversity levels. Such diversity data will be anonymised to protect applicant privacy.