Job Description

Private Client Legal Secretary

Position Title:

Private Client Legal Secretary

Department:

Private Client (Wills, Trusts, Probate)

Location:

Broadstairs, Kent

Contract Type:

Full time. Permanent. On site.

Salary:

TBC

About the Firm

Hardman & Watson Ltd is a local law firm serving private individuals, families, and high-net-worth clients. The Private Client team advises on Wills, Powers of Attorney, Estate planning, Probate and Estate administration,

Role Overview

The firm seeks an experienced Legal Secretary to provide high-quality secretarial and administrative support to fee earners within the Private Client department. The successful candidate will ensure the efficient progression of client matters and exemplary client care, working to deadlines within a busy, professional environment.

Key Responsibilities

Produce, format, and amend correspondence and documents (including Wills, Powers of Attorney, Deeds of Variation, letters to Clients and third=parties, attendance notes and the like) from digital dictation and manuscript. Open and close client files in accordance with the firm's file management policies and the SRA Standards and Regulations. Manage diaries, arrange meetings and client appointments and coordinate conference calls. Handle telephone and email enquiries, take accurate messages, and liaise with clients, executors, beneficiaries, third parties, the Probate Registry, HMCTS, HMRC, the OPG, and financial institutions. Prepare supporting documents for probate applications, under fee earner supervision. Undertake e-filing and maintain orderly electronic and hard copy files; manage document version control. Draft standard letters and prepare enclosures; arrange certified copies, ID/AML checks, and source of funds/source of wealth documentation. Process incoming and outgoing post and scanned mail; maintain precedents and templates. Assist with billing and financial administration, including time recording, WIP processing, disbursements, and client ledger management in compliance with the SRA Accounts Rules. Coordinate signing/execution of deeds and wills, arrange witnessing and attendance, and manage safe custody of original documents, wills storage, and retrieval. Ensure confidentiality, data protection compliance (UK GDPR/Data Protection Act 2018), and adherence to firm policies on risk management and AML.

Essential Skills and Experience

Prior experience as a legal secretary within a Private Client team (or closely related practice area). Strong audio/copy typing skills and document production; high accuracy and attention to detail. Proficient with MS Office 365 and legal case/document management systems. Confident communication and client care skills, with discretion and empathy when dealing with sensitive family and estate matters. Solid understanding of probate processes, wills execution formalities, Powers of Attorney, basic IHT forms sufficient to support fee earners. Excellent organisational skills: diary management, prioritisation, and meeting deadlines. Familiarity with SRA Standards and Regulations, AML/ID procedures, and UK GDPR.

Qualifications

GCSEs (or equivalent) including English and Maths at grade C/4 or above required. Further secretarial or legal administration qualifications advantageous.

Working Arrangements and Benefits

Hours: 9am to 5pm with a hour lunchbreak. Benefits: Workplace Pension and 20 days' holiday plus bank holidays.

How to Apply

Please submit your CV and a brief covering letter to Kealey Day at kealey@h-w.co.uk

Right to Work

Applicants must have the right to work in the United Kingdom. Proof of identity and eligibility to work will be required prior to employment.

Equal Opportunities

Hardman & Watson is an equal opportunities employer. Applications are welcome from all suitably qualified candidates regardless of background, and reasonable adjustments will be provided during the recruitment process upon request.

Data Privacy

Personal data supplied during the recruitment process will be processed in accordance with the firm's privacy notice, available at www.hardmanandwatson.co.uk

Job Types: Full-time, Permanent

Ability to commute/relocate:

Broadstairs CT10: reliably commute or plan to relocate before starting work (required)
Experience:

legal secretarial : 2 years (required)
Language:

English (required)
Work authorisation:

United Kingdom (required)
Work Location: In person