Legal Secretary

23 hours ago

Sydney, Australia HBA Legal Full time

Firm Context and Reporting Line

There are four Practice Groups within HBA’s firm structure:

- Casualty
- Commercial Lines
- Statutory Lines
- Safety and Regulatory

This role sits within our **Casualty **practice group and reports into the Partner, **Mario Raciti**.

Position Purpose

At HBA Legal, our Legal Secretaries provide essential administration support to their supervising Partners and
their wider team. You will play an important role in ensuring the team functions efficiently and effectively and will
work closely with the other Secretaries across Australia to share knowledge and best practice.

Key Responsibilities
- Preparing and drafting client and matter specific forms, documents and presentations
- Drafting and amending relevant correspondence and legal documents including court forms and notices
- Corresponding and liaising with clients, Counsel and medical staff
- Compiling briefs to Counsel/expert medical witnesses
- Diary management, coordinating meetings with clients, IME appointments
- File maintenance, including opening matter and related processes, closing, filing and archiving files and
- ensuring filing systems are maintained and current
- Preparing draft bills for review; amending, finalising and sending bills to clients
- Liaising directly with clients in relation to third party invoicing and billing queries
- Drafting, preparing, finalising and sending out of monthly client reports
- Corresponding and liaising with clients, court staff, Counsel and expert witnesses
- Organising travel (flights, transport, accommodation) for both internal stakeholders and on behalf of
- client's for matter related travel
- Liaising with the Events and Operations teams regarding internal and external client events; organising
- bookings, invitations, resources and catering
- Receiving and screening of phone calls, attending to and responding to enquiries
- Preparing operational reports and schedules
- Coordinate and assist with inter-office meetings, lateral hire interviews and teleconferences

Key Capabilities

To be successful in this role, you must be able to:

- Develop an effective network across the firm; understands and manages both internal and external

stakeholders effectively.
- Contribute well to the team and work collaboratively and effectively across the firm
- Demonstrate effective time management and work organisation; engage in conversations with their

colleagues to challenge priorities and agree a way forward effectively.
- Provide colleagues with information, data and advice to help them exercise sound judgement for the

benefit of HBA
- Anticipate the implications and consequences of situations and take appropriate action to be prepared

for possible contingencies.
- Identify alternative solutions to a problem and to select the best option

Selection Criteria

**Essential:
- Experience in a similar legal secretary role
- Experience with legal proceedings and case management
- Excellent oral and written communication skills
- Ability to work autonomously
- Strong attention to detail
- Strong time management and organisational skills
- Excellent interpersonal skills
- Microsoft Word
- Microsoft Excel

**Desirable:
- Experience with systems including Affinity and BigHand
- Experience in the Insurance sector

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