Legal receptionist/Administrators

angeltreats

I worked as a legal secretary for about six years in several big City of London firms, and I don't recall anyone ever talking about qualifications. Very few of us had done ILEX or similar - it was all about experience. I don't even have a typing qualification (previously I worked as a chef).

I had a job back home in Ireland as a receptionist/office junior in a very small practice - I stayed for about a year. This led me to a role with a bit more responsibility in another small firm, also for about a year, where I did conveyancing and litigation work. When I moved to London around 2003 or 2004 I could take my pick of jobs as there just weren't enough legal secretaries to go round. I imagine it's a bit harder now, but I do know that the firm I used to work for has taken on loads of new fee earners in the last two years, and new secretaries to look after them.

Whereabouts do you live? Obviously, outside of London there are fewer legal jobs to go around so perhaps employers are picky. When we moved to Wiltshire two years ago I couldn't find a legal secretary job (nobody was hiring - I did take a job in Oxford for a few months but the commute was just too much) so I went back to working as a chef for a while and now have a job I'm very happy with in a financial institution as a PA. The money is rubbish compared to legal work though unfortunately

edrushuk

Hello everyone again,

Thanks for all the messages, it has given me lots to think about.

I would love to be able to do some kind of Legal Sec course, but I am in a middle of a dmp at the moment, so have no disposable income to fund it.

Currently, I live in Leeds, but looking to move back to London where I used to live before. So intend to send my details to legal companies both in London and Leeds.

I think at the moment my best bet is to send out my CV generically, sell myself on what I can offer any company and see if it lands into the correct inbox at the correct time.

Thanks again everyone.

Susanna

Emmylou_2

I've been a legal secretary for the past 11 years (:eek:)

Twelve years ago I'd never audio typed a word in my life. I was temping as a receptionist at a specialist unit at my local hospital. The medical secretary was hideously overworked, and I was twiddling my thumbs, so she taught me to audio type (well, she told me how to work the foot pedal and helped me with the terminology). After about a month of this, I told the agency that I could audio type, and did their test. I was typing (with a 99% accuracy rate) at 60 words/minute (pre-illness I typed at 110 wpm at 100% accuracy - and I'm a stickler for grammar and hideously pedantic!). So they moved me out of the receptionist role, into a two week assignment at a local "high street" firm - which taught me that I never want to work in residential conveyancing ever again.

After this assignment, I was placed at a local surveyors as a secretary, and worked there for nine months, covering a variety of sick leave, holidays and a busy period. It was then that a Trainee Legal Typist position came up at the local office of a large(ish) law firm (Chambers rated Regional Tier 2). I was a "Trainee" for six months, and then became a "Legal Typist". After another six months I became a Legal Assistant to the Managing Partner (this was a role combining the more complicated secretarial tasks and easily delegated lawyer/paralegal tasks). I worked in this role for another year. This was all in the Midlands.

Since then, I've moved to the South West, and worked at four different firms (3 Regional/National Tier 1 and one Local Tier 1 - I only seem to work directly for people who are Chambers rated, but that's not (necessarily) deliberate), and (until ME hit me with a big stick) was a Secretarial Supervisor. I was not only working as PA to the Department Head, but offering secretarial support to three other lawyers and managing a team of secretaries (12 at the peak). I was jointly responsible (with HR) for hiring, disciplinary matters, team management and training.

The problem I forsee is that, unlike in 2001 (when I was looking for my first position) or 2003 - 2005 (when you couldn't get a good legal secretary very easily), the market is SO different now. There are currently two legal secretarial posts being advertised by agencies in Bristol (and I have half a feeling one of them is to cover my sick leave!). Most of the secretaries that have left my firm recently have either been made redundant (so not replaced) or retired (and not been replaced), or people have reduced their hours for whatever reason. In three years, I know of four vacancies - all four have been filled internally, with people who have been working in the Post Room. These people have realised that they need to get a foot in the door, be known for working hard and wanting to improve their skills/take on responsibility, and taken whatever job it is that is open. One person started on a 12 hour contract in the Post Room (working evenings), moved to Reception (again, working evenings) and then into a full time secretarial role.

Working in recruitment means that you're actually quite well placed to find out what people want from their new hires. There's not much difference between "executive search" and any other job - if you look at it in the way that you need to fit the right person into the right role. There's no use being the most qualified person in the world, if your work ethic isn't the same as the company you're going for (ie a very relaxed person going into a fast, corporate, company).

I'd suggest looking into joining the Institute of Legal Secretaries - they have a fab website, and their magazine has some really good articles/hints about getting into the legal industry. And, if you become a Fellow, you can sign people's passport applications*

Sorry for the essay, sometimes I just ramble on. It's a good job I don't dictate letters or they'd go on for pages! However, typing this has only taken me 8 minutes!

*This was the main reason I became a FILS in 2007!!

caeler

I'm a firm beliver that some of these 'specialist' administrative roles like legal and human resources don't require actual experience/qualification. I may get flamed here but I believe somebody with excellent administration skills (I'm talking old school skill not theis new stuff that passes for actual competence) will be able to perform the role with minimal induction. It is things like attention to detail, willingness to learn, common sense, speaking ones mind, asking the right questions at the right time, etc. Of course these career administrators are very hard to find and actually command quite a high salary! I suspect the user above me has offered all the guidance you need! good luck!

Mischa8

Emmylou wrote: »

I've been a legal secretary for the past 11 years (:eek:)

Twelve years ago I'd never audio typed a word in my life. I was temping as a receptionist at a specialist unit at my local hospital. The medical secretary was hideously overworked, and I was twiddling my thumbs, so she taught me to audio type (well, she told me how to work the foot pedal and helped me with the terminology). After about a month of this, I told the agency that I could audio type, and did their test. I was typing (with a 99% accuracy rate) at 60 words/minute (pre-illness I typed at 110 wpm at 100% accuracy - and I'm a stickler for grammar and hideously pedantic!). So they moved me out of the receptionist role, into a two week assignment at a local "high street" firm - which taught me that I never want to work in residential conveyancing ever again.

After this assignment, I was placed at a local surveyors as a secretary, and worked there for nine months, covering a variety of sick leave, holidays and a busy period. It was then that a Trainee Legal Typist position came up at the local office of a large(ish) law firm (Chambers rated Regional Tier 2). I was a "Trainee" for six months, and then became a "Legal Typist". After another six months I became a Legal Assistant to the Managing Partner (this was a role combining the more complicated secretarial tasks and easily delegated lawyer/paralegal tasks). I worked in this role for another year. This was all in the Midlands.

Since then, I've moved to the South West, and worked at four different firms (3 Regional/National Tier 1 and one Local Tier 1 - I only seem to work directly for people who are Chambers rated, but that's not (necessarily) deliberate), and (until ME hit me with a big stick) was a Secretarial Supervisor. I was not only working as PA to the Department Head, but offering secretarial support to three other lawyers and managing a team of secretaries (12 at the peak). I was jointly responsible (with HR) for hiring, disciplinary matters, team management and training.

The problem I forsee is that, unlike in 2001 (when I was looking for my first position) or 2003 - 2005 (when you couldn't get a good legal secretary very easily), the market is SO different now. There are currently two legal secretarial posts being advertised by agencies in Bristol (and I have half a feeling one of them is to cover my sick leave!). Most of the secretaries that have left my firm recently have either been made redundant (so not replaced) or retired (and not been replaced), or people have reduced their hours for whatever reason. In three years, I know of four vacancies - all four have been filled internally, with people who have been working in the Post Room. These people have realised that they need to get a foot in the door, be known for working hard and wanting to improve their skills/take on responsibility, and taken whatever job it is that is open. One person started on a 12 hour contract in the Post Room (working evenings), moved to Reception (again, working evenings) and then into a full time secretarial role.

Working in recruitment means that you're actually quite well placed to find out what people want from their new hires. There's not much difference between "executive search" and any other job - if you look at it in the way that you need to fit the right person into the right role. There's no use being the most qualified person in the world, if your work ethic isn't the same as the company you're going for (ie a very relaxed person going into a fast, corporate, company).

I'd suggest looking into joining the Institute of Legal Secretaries - they have a fab website, and their magazine has some really good articles/hints about getting into the legal industry. And, if you become a Fellow, you can sign people's passport applications*

Sorry for the essay, sometimes I just ramble on. It's a good job I don't dictate letters or they'd go on for pages! However, typing this has only taken me 8 minutes!

*This was the main reason I became a FILS in 2007!!

I'd second the advice about Institute of Legal Secretaries - this was where I completed my course and the website is great etc. The course offered by them (similar to ILEX) was also brilliant too and great tutor.

Mischa8

caeler wrote: »

I'm a firm beliver that some of these 'specialist' administrative roles like legal and human resources don't require actual experience/qualification. I may get flamed here but I believe somebody with excellent administration skills (I'm talking old school skill not theis new stuff that passes for actual competence) will be able to perform the role with minimal induction. It is things like attention to detail, willingness to learn, common sense, speaking ones mind, asking the right questions at the right time, etc. Of course these career administrators are very hard to find and actually command quite a high salary! I suspect the user above me has offered all the guidance you need! good luck!

Actually, it all depends. If you've been trained in-house by a legal firm then you won't/may not need a qualification or experience. In my case (a small firm) I didn't actually need these either but they certainly helped as my boss knew that I understood what the forms entailed and the general legal gist etc. It also helped that I realised the amount of accuracy, speed of typing and also the high volume of audio tapes to be undertaken, some people may not realise this.

although I can ask questions etc my boss really does not have the time (high work volume) to explain things in detail to me or for me to have things repeated to me or to amend a document more than twice etc. My colleague who does the same job also doesn't really have the time to train me. Hence, yes, in this case experience does help.

Having said that, I have learned *on the job* but I am also a quick learner so got the hang of things within a month or so.

It would be unwise to give others the idea going into legal (unsure about HR) that you Don't need experience or qualifications.

Maxjessdru

I am currently a legal secretary working a city law firm (14+ years), and I have to say that I don't know anyone who has done an ILEX or any other legal secretarial qualification (although a number of us do have general secretarial qualifications). Knowing quite a few secretaries in other firms, city firms seem to prefer experience (not necessarily in legal either - more a solid work history and aptitude/ability) to qualifications, and being "older" (from someone also in her forties!) would not be a handicap. In fact, I would say it is a benefit. The last three secretaries taken on in my dept were all 40+ and had not previously worked in legal. However, they all performed well in comprehension, spelling, typing tests and had a good attitude. Legal terminology is easily learnt by someone intelligent and again, it depends which area of law you work in - you get to know the terminology for your specialism quite quickly. The only downside of the legal profession at the moment is the lack of jobs - you will probably find that you are up against people with a lot of experience in the field. However, saying that, everyone who has left my firm (through redudancy) has found another job reasonably quickly, so the work is still out there. Good luck!