Legal Secretaries and Administrative Assistants

Administrative & Executive Support

Level 3311 of 1200 points

Job description

Legal Secretaries and Administrative Assistants

Job purpose

To prepare, proofread and process legal documents and correspondence, maintain case files and legal reference material, and handle the appointments, billing and enquiries of the practice, so that matters proceed on accurate papers and to the deadlines that apply to them.

Skills

Knowledge of office and administrative procedure combined with a working command of legal terminology, court procedure and the form of legal instruments — summonses, subpoenas, complaints, appeals and motions — and of the confidentiality and security requirements attaching to case material. A precise command of written English for drafting, typing and proofreading, and confident use of legal document systems and databases. An associate's degree is the norm, with school-level education or a post-secondary certificate common alternatives, plus one to two years of training on the job alongside experienced staff.
Deals daily by e-mail, telephone, letter and in person with clients, witnesses, court officials and attorneys, arranging service and delivery of legal correspondence and taking instructions on documents. Handles enquiries from clients and the public, some of them unpleasant or discourteous, with courtesy and discretion. Attends client interviews, hearings and depositions and takes notes, and assists attorneys in obtaining employment, medical and other records.
Checks and proofreads legal documents against procedural requirements before dispatch or service, identifies missing information or inconsistency in papers and forms, and resolves practical difficulties over dates, delivery and court requirements. May search legal publications and databases to identify laws and court decisions relevant to pending matters, submitting findings for approval. Problems are procedural, with rules and the attorney's direction available; substantive legal judgement rests with the attorney.
Runs the diary and document flow of the matters supported: schedules appointments, hearings and meetings, arranges travel for attorneys, and works documents through to the deadlines set for them. Sets the daily order of its own work within those deadlines under recurrent time pressure.
Desk-based work with sustained typing and repeated hand movements, and routine handling of case files and printed matter, including photocopying and preparing documents for post, fax or delivery.

Responsibilities

No line management. Supports one or more attorneys directly and acts as a point of contact for their clients, witnesses and court offices.
Prepares and distributes invoices to bill clients and to pay account expenses, within the practice's fee arrangements and account procedures. Holds no budget and sets no charges.
Ordinary care of a workstation and legal document systems, and custody of case files and the practice's law library and reference material.
Creates and maintains the case record: prepares and processes legal documents, completes forms such as accident reports, courtroom and trial requests and client applications, and keeps files current. The material is confidential, and an error or omission in a document, date or dispatch bears on clients, colleagues and the progress of the matter. Content and legal substance are settled by the attorney.

Effort required

Close attention to detail where exactness is essential — proofreading legal papers, checking dates and references, and repeating the same document processes accurately — with frequent decisions on documents, priority and dispatch taken under deadline pressure.
Regular contact with clients about their legal affairs, and occasional dealings with people who are unpleasant, angry or discourteous, calling for composure, tact and strict confidentiality. Accountability for accuracy on documents affecting others' legal position is a steady personal demand.
Extended periods seated at a workstation with repetitive keyboard movements, and light handling of files and papers in copying and dispatch. No lifting or exertion.

Working conditions

An indoor, environmentally controlled office with no physical hazard, though noise is at times distracting or uncomfortable. The psychological demand arises from confidential case material, contact with clients and the public, and occasional discourteous or angry callers.
Schedules are regular and established, a standard full-time week or shorter being usual and long weeks uncommon; no shift, seasonal or on-call working. Preparing and processing documents to the deadlines set for them produces recurrent time pressure. Within those deadlines and the attorney's instructions, reasonable latitude is exercised over the order of daily work.

Skills

40% · 159 points▾

KnowledgeLevel 3 of 8
54 of 144 points
Knowledge of facts, principles and general ideas in a job area. The job requires a range of thinking and practical knowledge to do tasks and solve problems by choosing and using basic methods, tools, materials and information.
Interpersonal and communication skillsLevel 2 of 5
38 of 96 points
Standard communication and interaction with others. The job holder is required to communicate with colleagues or customers in structured settings. Tact, empathy and basic relationship building are required.
Problem-solving skillsLevel 2 of 5
38 of 96 points
Standard problems. The job involves solving problems with defined alternatives. Some judgement is needed, but help is usually available.
Planning and organisational skillsLevel 2 of 5
29 of 72 points
Basic organisational skills required. The job involves planning and organising one's own work within set deadlines. Some input into scheduling and prioritisation of tasks.
Physical skillsLevel 0 of 5
0 of 72 points
Not applicable. The job does not require any particular physical skills (although there is likely to be some physical activity).

Responsibility

35% · 75 points▾

PeopleLevel 0 of 5
0 of 144 points
Does not apply. The job does not require any responsibility for people.
Goods and equipmentLevel 1 of 5
17 of 84 points
Limited responsibility for goods or equipment. The job involves the care and proper use of low-value tools or materials, with minimal responsibility for their maintenance or security.
InformationLevel 3 of 5
58 of 96 points
Moderate responsibility for information. The job involves managing information to ensure it is accurate, of high quality and secure. The job holder may make decisions about the handling of sensitive data.
Financial resourcesLevel 0 of 5
0 of 96 points
Not applicable. The job does not require any responsibility for financial resources.

Effort

15% · 53 points▾

Mental effortLevel 2 of 5
24 of 60 points
Moderate mental effort. The job involves tasks that require focus, such as analysing straightforward information or performing repetitive tasks that require attention to detail.
Psychosocial and emotional effortLevel 2 of 5
29 of 72 points
Occasional psychosocial and emotional effort. The job requires occasional involvement in emotionally demanding situations, such as handling minor conflicts or dealing with upset individuals.
Physical effortLevel 0 of 5
0 of 48 points
Not applicable. The job does not require any physical effort.

Working Conditions

10% · 24 points▾

Environment (physical, psychological or emotional)Level 1 of 5
17 of 84 points
Minimal exposure to hazards or stress. The job involves little or no exposure to physical hazards (e.g. chemicals, moving equipment, noise) and minimal emotional or psychological risks (e.g. occasional routine tasks with no emotional burden). There is minor exposure to dust, dirt, fumes, noise, waste, poor lighting, etc.
Organisational environmentLevel 1 of 5
7 of 36 points
Minimal organisational demands. The job requires standard working hours with no night shifts or irregular schedules. There is little or no need for travel or digital connectivity beyond typical working hours.