Probate Legal Secretary - AJ Chambers : Job Details

AJ Chambers is working in partnership with a leading City law firm to recruit a Team Assistant.

This is an opportunity to join a highly regarded firm within their Private Client team, supporting Partners, Solicitors and Trainees.

This is a full-time, permanent position with hybrid working available.

Required Qualifications, Skills and Experience

• Trained in secretarial practice and/or as a Probate Executive
• Excellent IT skills, including word processing and typing
• Previous experience as a legal team assistant or in a similar role within a solicitor’s firm
• Prior experience working within a private client or probate department
• A strong team player with the ability to prioritise, demonstrate attention to detail, and maintain a thorough and committed approach. Must be capable of working with initiative and a high degree of self-management

Role Overview

The primary purpose of this role is to support Partners, Solicitors and a Trainee in a busy Private Client department. Responsibilities will include setting up and managing files, following instructions with accuracy, monitoring emails and correspondence, handling telephone enquiries, preparing bills, and managing the firm’s document management system ("SOS").Some fee-earning work may be required occasionally, in which case time must be recorded accordingly. The role will also involve various administrative and paralegal tasks as outlined below.

Administrative Responsibilities

• Develop familiarity with regular clients to ensure efficient and professional communication, while refraining from offering advice unless instructed by a fee earner
• Produce correspondence and documents using audio typing and word processing
• Format, paginate, and present documents in the required style
• Open client files, set up matters in the firm’s "SOS" system, and ensure data is regularly updated and accurate
• File client ID documents in accordance with Office Manual procedures
• Conduct electronic and occasional paper filing of correspondence and documents
• Send e-faxes and emails, and file sent copies with transmission confirmations as applicable
• Request and process cheques
• Perform photocopying, scanning, and document binding
• Manage deeds as per the procedures in the Office Manual
• Handle the closing, storage and retrieval of client files per firm protocols
• Take and relay telephone messages and handle general telephone enquiries
• Schedule appointments, organise meetings, and maintain fee earners’ diaries
• Arrange travel and itineraries
• Welcome and assist clients both in person and via telephone in a friendly and professional manner, in line with the firm’s standards for client care
• Provide support to other Team Assistants as needed
• Offer guidance to junior or temporary Team Assistants when required
• Undertake any necessary training and take responsibility for continued professional development
• Maintain strict confidentiality and security of all firm and client information
• Assist at reception or with general office administration when required
• Arrange couriers and manage associated accounting procedures
• Complete training in anti-money laundering procedures and ensure compliance with the firm’s Office Manual

Paralegal Responsibilities

The role is not designated as a file handler for review purposes and does not carry its own caseload. However, the post holder will be expected to undertake supervised fee-earning tasks, including:

• File opening
• Drafting initial client care and third-party correspondence
• Ordering Official Copies and conducting Bankruptcy Searches via the Land Registry
• Assisting in the preparation of Estate Accounts, including routine updates and reconciliation
• Drafting correspondence to HM Revenue & Customs (HMRC) and supporting the completion of relevant HMRC forms
• Drafting Wills, Lasting Powers of Attorney, and other documents under fee earner instruction
• Managing routine client enquiries where appropriate
• Recording time in the firm’s electronic timekeeping system when necessary

For further information, please apply directly or contact Jess at AJ Chambers.