Legal Secretary

The Client

J H V Lawyers Pty Ltd is a legal practice based in Epping, Victoria, providing professional legal services to its clients. The firm requires an experienced Legal Secretary to provide high level administrative and secretarial support to solicitors and ensure legal matters, documentation, correspondence and client records are managed accurately and efficiently.

The Role

The Legal Secretary will provide specialised secretarial and administrative support to solicitors across the day to day management of legal matters. The role involves preparing and processing legal documents and correspondence, maintaining legal files, coordinating appointments and deadlines, liaising with clients and external parties, managing document filing and assisting solicitors with the efficient progression of matters.

The position for hire is a Legal Secretary and will be for a full time role with an annual salary set at $85,000 and will be based at their Epping office.

Responsibilities

Preparing, formatting, reviewing and processing legal correspondence, letters, agreements, court documents and other legal documentation

Taking instructions from solicitors and preparing documents, correspondence and administrative materials as directed

Maintaining electronic and physical legal files and ensuring documents, correspondence and evidence are accurately recorded and readily accessible

Managing solicitors' diaries, appointments, meetings, conferences and important legal deadlines

Monitoring matter dates, filing requirements, appointments and other time sensitive obligations

Liaising professionally with clients, courts, government authorities, barristers, external solicitors and other relevant parties

Receiving and responding to telephone, email and written enquiries and directing matters to the appropriate solicitor

Preparing briefs, document bundles, correspondence files and supporting documentation required for legal matters

Coordinating the lodgement, filing, service and distribution of legal documents in accordance with solicitor instructions and applicable procedures

Conducting administrative checks of documents to ensure completeness, accuracy, correct formatting and required supporting information

Opening new client matters, maintaining client information and ensuring records are updated throughout the lifecycle of each matter

Organising appointments with clients and obtaining documentation and information required by solicitors

Managing incoming and outgoing correspondence and ensuring important communications are promptly brought to the attention of solicitors

Maintaining confidential client and legal information in accordance with professional and organisational requirements

Assisting with preparation of invoices, matter related administrative records and supporting documentation where required

Using office systems to maintain accurate matter records and workflow

Requirements

Diploma or equivalent qualification in Legal Services, Legal Administration, or a related field

At least 1 year of professional experience as a Legal Secretary, Legal Assistant or comparable legal support role

At least 1 year of experience independently managing complex legal matters, court dates, filing deadlines, service requirements and solicitor workflows

At least 1 year of experience preparing and reviewing affidavits, court forms, briefs, agreements, evidentiary materials and legal correspondence

At least 1 year of experience coordinating counsel briefs, hearing bundles, exhibits, chronologies, authorities and court ready documents

At least 1 year of experience applying Australian court procedures, electronic filing requirements, service protocols and procedural compliance requirements

At least 1 year of experience conducting legal administrative compliance checks and identifying document, execution, filing and deadline issues

At least 1 year of experience using LEAP Legal Software, InfoTrack and LawConnect and for matter management, electronic filing, property settlements, legal searches, document exchange and preparation of court ready bundles

Strong organisational and time management skills with the ability to manage competing priorities and strict deadlines

Demonstrated ability to handle confidential, privileged and sensitive legal information appropriately

Ability to work independently with minimal supervision while supporting multiple solicitors and active matters

Strong attention to detail and ability to maintain accuracy under strict time constraints