Legal Secretary

Experience level: Intermediate
Term: Contract
Duration: 5 months
Department: Office Services
Location: Guernsey
The firm

We are looking for an administrator to join our Guernsey team on a temporary basis to provide a full secretarial and administative service to our fee earners and to contribute towards the smooth running of the Guernsey office.  We need an individual who has solid administrative skills and a willingness to adapt and be flexible.

We are an award-winning law firm with expertise in BVI, Cayman Islands, Guernsey and Jersey law and the agility to drive success for our clients in a fast moving world.  We provide legal advice shaped around the needs of corporate and private clients, financial institutions and intermediaries worldwide.

The department

Our Guernsey office provides a broad range of legal services for clients seeking advice on financial services, international private client, employment and litigation matters.

We have five partners and a number of fee earners in each practice, all supported by a dedicated group of staff, providing administrative assistance and more general office support.

Other information

Purpose of the job

To provide holiday/absence secretarial cover across the whole office for a period of approximately 6 months.  This will entail working side by side with fee earners to carry out and assist with all their administrative tasks and supporting them to efficiently deliver their legal fee earning work.

Main responsibilities

  • Providing a full range of secretarial and administration services to fee earners.
  • Producing, amending, and scanning documentation and correspondence.
  • Answering all phones in the department promptly and taking accurate messages
  • Managing email boxes as required.
  • Providing cover for front of house, meeting and greeting clients, opening and distributing post and answering telephones.
  • Booking meeting rooms for client meetings, arranging conference calls and sending diary appointments.
  • Preparing boardrooms for meetings, making tea/coffee for clients.
  • Working as a team with the other secretaries to provide cover during the lunch period.
  • Liaising with messengers regarding litigation searches and hand deliveries, ensuring these are dealt with promptly.
  • Maintaining daily diaries and reminder systems for all allocated fee earners.
  • Assisting with arranging business development trips for fee earners which may include travel and accommodation bookings.
  • Assisting with collating CDD as required
  • Sending, retrieving and filing e-mails for all fee earners.
  • Assisting fee earners with raising invoices and managing WIP lists.
  • Completing, receiving authorisation and tracking expense claims forms and cheque/BACS requests.
  • Carrying out any projects/tasks as required by the Partners, Office Manager or other fee earners.


  • Good secondary education and preferably educated to A level or equivalent
  • An administration or secretarial qualification would be advantageous


  • Prior experience in a legal environment would be beneficial but not a requirement
  • Confident IT user with a good working knowledge of MS Office to include Word, Excel, PowerPoint and Outlook
  • Experience of document management systems would be helpful
  • Excellent typing and formatting skills
  • Administrative and document management experience


We would like you to demonstrate:

  • Team spirit (i.e. sharing the workload and supporting others)  
  • Excellent organisational and time management skills
  • Enthusiasm, flexibility, initiative and the ability to be pro-active
  • A calm approach even when under pressure and managing deadlines
  • Accuracy and an eye for detail
  • A strong communicator in all forms

In this role you will be expected to:

  • Adhere to all policies, procedures and regulations including those around anti-money laundering and terrorist financing.
  • Commit to continually develop your skills and knowledge.
  • Act in keeping with our core behaviours.
  • Be flexible, on occasions you may be asked to work beyond your contracted hours to support urgent transactional work.