Junior Legal Support Secretary (Capital Markets)
Clifford Chance is one of the world's leading law firms, helping clients achieve their goals by combining the highest global standards with local expertise. The firm has unrivalled scale and depth of legal resources across the three key markets of the Americas, Asia and Europe and focuses on the core areas of commercial activity: capital markets; corporate and M&A; finance and banking; real estate; tax;pensions and employment; litigation and dispute resolution.
Alongside world-class legal careers, Clifford Chance offers excellent opportunities in the support functions that underpin its business operations. By joining us in business services, you will help us to innovate in the way we deliver our services and enable us to run a successful multinational business that never stands still. Business services are integral to the running of the firm and are critical to its success.
The Junior Legal Support Secretary (JLSS) role is situated in the Capital Markets Service Centre which has a total of 7 secretaries.
The junior secretaries work on a shift basis which changes each month. The shift rota times are: 08:30-16:30hrs, 09:00-17:00, 09:30-17:30, 10:00-18:00, 10:30-18:30 and 11:00-19:00hrs. Should the candidate wish to work the later shift 11:00-19:00hrs permanently then this would be an option. Otherwise the shift rota will remain in place.
Coverage by the junior secretaries extends currently to 3 floors and there will also be a requirement to assist other practice areas on business needs.
The junior secretaries each have approximately 5-6 trainees plus 3-4 qualified lawyers (as fee earner allocation) and cover each other's fee earners when others are not in.
Additionally the junior secretaries support 14 (FTE) secretaries and also receive direct requests from fee earners especially at the end of the day post 17:30hrs when the majority of secretaries finish their shifts.
The junior secretaries support both secretaries and Fee Earners predominantly with the following tasks:
- binding documents
- blacklining documents
- entering expenses
- opening new matters, creating reports, converting old file numbers
- matter filing (fee earner inbox)
- storage and archiving
- timesheets (for partners/associates)
- evening secretarial service from 18:00-19:00hrs (for critical client deadline work)
The keys to success in this role are flexibility, being unflappable, having excellent planning and prioritising skills and understanding that whilst the tasks can at times be basic/mundane the Service Centre is a fundamental support and is key to the smooth running of the practice area.
The role of the Junior Legal Support Secretary (JLSS) is to provide a first-class professional support service. The support provided will be as part of a team with shared responsibilities and collective accountability. JLSSs will be expected to refocus tasks and priorities periodically as directed by the Legal Support Secretaries (LSSs), fee earners and/or practice area. The JLSS reports overall to the Service Centre Manager, with day-to-day workflow being monitored by the Service Centre Workflow Coordinator.
There are four key categories, detailed below, which describe the core areas of the support service provided by a JLSS.
- Client Support – supporting clients and the business needs in a proactive manner across the firm
- Team Support – working collaboratively with team members across the firm to provide a responsive and professional support service to fee earners and clients
- Administrative Support – high volumes of printing. Maintaining overall support through core administrative and communication activities. Filing activities
- Document Production – document processing, involving the Document Production Unit (DPU) if required.
Specific areas of focus will vary over time and according to the requirements of the team of fee earners, but each JLSS will be required to perform tasks within each of these categories at some time.
- Minimum typing speed 50 wpm with a good level of accuracy
- Good knowledge of Word, PowerPoint, Excel and Outlook
- Previous experience of working in a similar role within a professional services organisation would be an advantage and/or having been on a Work Experience student placement within a Law firm as part of CILEX course.
- 5 A-C GCSEs (or equivalent), including English and Maths
- CILEX Diploma for Legal Secretaries (would be an advantage)
It is the firm's policy to treat all employees and job applicants fairly and equally regardless of their gender, marital or civil partnership, status, race, colour, national or ethnic origin, social or economic background, disability, religious belief, sexual orientation, or age. Furthermore, the Firm will ensure that no requirement or condition will be imposed without justification that could disadvantage individuals purely on any of the above grounds.
The policy applies to recruitment and selection and terms and conditions of employment, including pay, promotion, training, transfer and every other aspect of employment.
The firm will regularly review its procedures and selection criteria to ensure that individuals are selected, promoted and otherwise treated according to their relevant individual abilities and merits.
The firm is committed to the implementation of this policy and to a programme of action to ensure that the policy is, and continues to be, fully effective. All staff are required to comply with the policy and to act in accordance with its objectives so as to remove any barriers to equal opportunity. Any act of discrimination by employees or any failure to comply with the terms of the policy will result in disciplinary action.