Trainee Legal Support Assistant (Apprenticeship) – Succession & Tax

We are currently looking for a Trainee Legal Support Assistant to join our Southampton based Private Client team.

You will spend one day a week at college studying a Business Administration Level 3 Apprenticeship.

Salary on offer for this role is £15,000.

We support hybrid working, typically with 4 days flexible office attendance, according to business need.

Typical Workload

This role will provide administrative support to lawyers within the South Coast and London Succession and Tax Teams and wider Business Group.

Responsibilities will include, but not be limited to:

Post

  • scanning/electronic distribution of incoming post
  • printing, engrossing documents, adding enclosures and dispatch of outgoing post

Enquiries

  • First point of contact for clients and 3rd parties phoning into the team with enquiries in particular regarding new instructions for Wills, LPAs, probates and archived documents
  • First point of contact for clients arriving at our office in person (whether or not by appointment) and assisting with client meetings as needed eg witnessing documents, copying documents/ID etc, escorting clients to/from meeting room
  • Preparing File Notes to record enquiries
  • Liaising with team managers regarding enquiries
  • Managing enquiries in accordance with team policies

Documents – management and retrieval from storage

  • Organisation of documents including printing and bundling of documents and binding engrossments, scanning and organising e-files, timely sending out of documents to relevant parties
  • Creating archive records for wills, LPAs, deeds etc
  • First point of contact for clients and 3rd parties wishing to retrieve documents
  • Document retrieval and delivery to clients and third parties in accordance with team guidelines

File inception

  • Opening new client/matter in Peppermint/DMS upon receipt of Risk Matrix from lawyer
  • Saving template Terms of Business and template Letter of Engagement to DMS for lawyer to settle
  • ID verification using IDU App where possible
  • Running conflict checks, obtaining AML documents, creating the e-file and all relevant sub-files; and
  • Undertaking SmartSearches and saving to DMS

File Closure

  • Ensuring that all documents are stored to DMS and that original Wills and other important documents as directed by team managers are saved at matter 000000 (Client level)
  • Electronic archiving to include scanning in paper files as necessary

General Support

  • Accounts/billing responsibilities including preparing entries in Peppermint, dealing with bankruptcy searches and receipts for monies in and out in accordance with our regulatory requirements, preparing WIP reports, allocating disbursements to matters, preparing draft bills for lawyer approval, managing bill issuance process
  • Collating, analysis and reporting of data as required by lawyers/clients
  • Conference and meeting arrangements, diary management
  • Other ad hoc duties as required by team managers
  • Generally assist and work cooperatively with other LSAs to provide support the team as appropriate

Skills / Experience Required

  • Good spread of GCSEs (4-9) including English and Maths
  • Demonstrates ACTS values and behaviours
  • Strong IT skills and aptitude and able to adapt to new technologies and systems
  • Experienced user of Word, Outlook, Excel, MS Teams and Zoom
  • Excellent communication skills are essential (oral and written)
  • Ability to work productively with Partners and staff across the team
  • Able to engage fully with our clients and other professionals and organisation contacts to provide an excellent service
  • Highly numerate
  • Strong organisational skills
  • Ability to prioritise
  • Willing to learn and improve skills
  • A willing team player
  • Positive and enthusiastic approach
  • Attention to detail and accuracy
  • Adaptable, flexible and ability to multi-task

How to Apply

  • Please either apply here via the gov.uk site or email [email protected] to apply with a copy of your CV and cover note to explain your interests in the role.
  • Interviews: The interview process will start as soon as suitable candidates have been identified. We will notify you in advance if you are required to carry out a drafting exercise/skills test as part of the interview process.
  • If you have any questions, please email Rob Brown at [email protected] or telephone on 023 8085 7441.
  • Your personal data will be processed in line with our applicant privacy policy which explains how we treat your data.
  • Please note that we are currently only accepting CVs from direct applicants.