Secretarial jobs in Bristol

Corporate and Commercial Legal Secretary

• Employment type: Full Time
• Team: Corporate and Commercial
• Location: Bristol City Centre

We are looking for a Legal Secretary to join our Corporate and Commercial team in Bristol city centre to assist and support the Lawyers and the team to enable them to operate as efficiently as possible.

The work of the Corporate and Commercial department includes buying and selling businesses and shares, shareholder agreements, advising on all types of commercial contracts for running a business and general corporate advisory work. The team also works closely with the Commercial Property, Employment and Commercial Litigation departments.

The team is comprised of two Partners, three Solicitors and two Graduate Solicitor Apprentices.

The role

On a day-to-day basis, you can expect to be involved in:

Client and matter administrative work:

• Setting up department files.
• Arranging and managing client onboarding and matter compliance, carrying out conflict checks and anti-money laundering checks (via the onboarding platform, Legl) and drafting letters of engagement.
• Using SOS Connect to manage matters including managing existing contacts and client data, creating new contacts, clients and matters and dealing with closing, storage and retrieval of files in accordance with the detailed procedures contained within the Office Manual.
• Ensuring file audits reach the relevant fee earner and assisting them to ensure any outstanding activities are promptly actioned.
• Word processing, typing and digital dictation for correspondence and documents.
• Use of pdfDocs and document comparison software.
• Arrange for all printing, copying and scanning to be done.
• Taking telephone messages and actioning as required.
• Organising face-to-face and Teams meetings with clients and professional contacts.

Corporate and commercial specific work:

• Checking incoming post and mailboxes in the absence of a Lawyer to see what is to be actioned.
• Dealing with new enquiries by taking initial call details, liaising with the team for allocation and keeping records including updating of the new enquiries tracker.
• Liaising with clients, other solicitors and third parties on new enquiries and active matters.
• Diary and filing management.
• Assisting in the due diligence process of a normal corporate transaction including setting up and management of online data rooms via the electronic data room provider (Project Fusion).
• Carrying out the various searches required as part of a normal corporate transaction.
• Assisting with the development and improvement of team procedures and template documents.
• Assisting with the business development activities of the team including using the CRM system and the preparation of submissions to legal directories.
• Arranging team meetings and responsibility for agendas, minutes and monitoring of actions.

Accounts procedures

• Monitoring the invoicing dates for matters across the team.
• Preparing bills and updates against estimate breakdowns.
• Preparing completion statements.
• Obtaining payment on account from clients.
• Preparing written requests for telegraphic transfers/BACS and liaising with Accounts.
• Liaising with clients and third parties confirming account details.
• Requesting transfer of money between client and office accounts.
• Chasing money due when required.
• Arranging payment of third-party invoices.

About us

Barcan and Kirby is well known in the Bristol legal market both as a provider of excellent legal services for individuals and businesses, and as a progressive employer.

We are committed to developing and nurturing our people, and encouraging positive wellbeing and mental health is central to our culture. We encourage open communication and foster a culture where colleagues are supported in achieving a real work/life balance.

At Barcan and Kirby, we work hard to maintain a culture of kindness and friendliness, and welcome applications from individuals who fit with our values.

We like to think that we do things a bit differently from other law firms.

The ideal candidate

The ideal candidate will have:

• A GCSE (or equivalent) in English and Maths, grade 4 or above.
• Previous secretarial or administration experience (ideally in a legal setting).
• Knowledge of Microsoft Office Suite (Word, Outlook, Excel and PowerPoint).
• The ability to work calmly and efficiently in a fast-paced environment, with excellent organisation and time management skills and the ability to prioritise and manage multiple tasks.
• Strong and clear verbal and written communication skills.

Desirable experience:

• Working in a Commercial Services team, or law firm/legal sector.
• Using legal practice and case management software.

Location and working hours

• Full-time (office hours are 9am – 5.15pm, Monday to Friday)
• The role is based at our Prince House office in Bristol city centre, but with the option to apply for hybrid working upon successful completion of probation.

Belonging at Barcan and Kirby

We are committed to creating and maintaining a diverse and inclusive working environment. We want you to bring your true self to work and encourage applications from anyone who embodies our values, regardless of age, ethnicity, religion, disability status, race, gender identity, sexual orientation, neurodiversity or anything else that makes you, you.

If there is anything we can do to make things more comfortable for you as part of the application process, including making a reasonable adjustment, please let us know by emailing recruitment@barcankirby.co.uk.

Closing date for applications

Applications for this role close at 9am on Wednesday 11th November, with interviews on Monday 23rd November.

Pay: £25,353.25-£35,000.00 per year

Work Location: In person