Legal Secretary

We’re recruiting an office-based Legal Secretary to join our Lincoln team. Reporting to senior staff, you’ll provide high-quality administrative and secretarial support, assist fee earners, and help keep cases progressing smoothly while meeting compliance requirements.

In a collaborative environment, you’ll handle varied tasks, prepare and process documents, maintain accurate records, and communicate professionally with clients and third parties to support the delivery of legal services.

Key responsibilities:

• Provide comprehensive secretarial support to solicitors and paralegals across a range of practice areas, including preparing, formatting and proof‑reading correspondence, court forms, bundles and client documents; ensure all documentation is accurate, compliant and professionally presented.

• Manage diaries, arrange meetings and conference calls, coordinate travel and room bookings, and prepare agendas and minutes as required to support fee earners’ schedules and team workflows.

• Liaise with clients, counsel, courts, other firms and external organisations by telephone, email and post to obtain instructions, provide updates and request required documents; maintain a professional and client‑focused manner at all times.

• Open, maintain and close electronic and paper files in line with firm procedures; record accurate file notes, save and index correspondence and documentation on the case management and document management systems.

• Support billing and administrative processes by recording time and disbursements accurately, preparing fee notes and assisting with invoice and client account queries; escalate issues to line management when necessary.

• Assist with court and tribunal filings, bundle preparation and e‑filing, ensuring deadlines are met and procedural requirements are followed.

• Undertake general office tasks such as photocopying, scanning, post handling and stationery management to ensure the office runs smoothly.

• Support compliance obligations by undertaking client identification and anti‑money laundering checks where required and ensuring all actions adhere to firm policies and regulatory guidance.

Key skills and experience:

• Proven experience as a legal secretary, legal assistant or similar role within a law firm or legal department, supporting solicitors and handling a varied caseload.

• Strong written and verbal communication skills with excellent attention to detail and accuracy when preparing documents and correspondence.

• Confident user of case management systems, electronic document management and Microsoft Office applications (Word, Outlook, Excel); experience with document automation or e‑filing systems desirable.

• Well organised with the ability to prioritise tasks, manage competing demands and meet deadlines while maintaining a client‑focused approach.

• Good numeracy and an understanding of basic billing procedures; able to record time and disbursements accurately.

• Awareness of confidentiality, data protection and anti‑money laundering requirements relevant to legal practice and the competency to follow firm compliance procedures.

• Strong interpersonal skills with the ability to work collaboratively within a team and communicate confidently with clients, fee earners and external contacts.