Secretary - Legal Department

Our Client is a prominent global engineering firm that specializes in the production of precision-engineered mechanical systems. They prioritize continuous improvement and foster a collaborative work environment that values integrity, diversity, and excellence.

They are now seeking a highly organised, proactive and dedicated Secretary for the Legal Department. The purpose of the role is to support the Legal team by providing comprehensive administrative services, maintaining legal files and assisting with the operation of the Legal department. This role requires a proactive individual with exceptional communication skills and the ability to maintain confidentiality.

The Legal team supports the whole of the company, globally, totalling 600 employees. This position requires a professional with a strong sense of discretion, excellent communication skills, and the ability to manage multiple priorities seamlessly.

Key Responsibilities:

• Maintain and organise filing systems including the lease register and contracts register
• Ensure adherence to GDPR by following the company’s archiving process for signed original documents
• Monitor and track the status of legal agreements, contracts, and other documents to ensure they are signed, filed, and processed in a timely manner
• Maintain an up-to-date precedent bank of legal documents
• Prepare, edit and format various legal documents, including contracts, memos, and correspondence relevant to legal matters
• Collate and organise due-diligence documents in relation to acquisitions, as well as filing and circulating completion documents, as and when required
• Handle documents that require notarisation and liaise with public notaries, as and when required
• Monitor and respond to incoming calls/emails from both internal and external stakeholders
• Maintain the team’s diaries, including arranging and booking meetings
• Attend meetings and take meeting minutes, as and when required
• Transcribing dictation, as and when required
• Process invoices using internal systems and monitor legal spend
• Proofread legal documents
• General office duties, such as printing, filing, scanning, maintaining office supplies

Qualifications & Skills

Essential

• Proficient use of Microsoft Excel, Word, and Outlook.
• Excellent attention to detail and accuracy
• Excellent written and oral communication skills
• Excellent interpersonal skills
• Ability to prioritise workload with conflicting priorities effectively
• Able to work under pressure and still maintain a high level of accuracy and attention to detail
• Previous experience of providing administration support within a busy operational team

Desirable:

• Understanding of legal terminology

Personal Attributes:

• Excellent time management and organisation
• Desire to provide exceptional customer service
• Able to maintain complete confidentiality at all times, complying with the Data Protection Act 2018
• Able to work on own initiative
• Highly motivated, proactive and outcome-orientated with a can-do attitude
• Ability to work in a team-oriented and collaborative environment.
• A flexible and adaptable team player, who supports, promotes, develops and motivates others

Compensation and Benefits

This role will based on-site, five days per week at their Head offices in Rotherham, South Yorkshire.

• Salary: £25,000 - £27,000 per annum
• Pension Scheme
• Life Assurance
• Length of service bonuses
• Cycle to work scheme
• EV Car scheme
• Benefit hub including Help @ Hand and sporting tickets

Lily Shippen’s business support team are experts in recruiting top talent across a broad range of business support roles, including Personal Assistants, Executive Assistants, Private PAs, Office Managers, and Chief of Staff positions. We also specialise in recruiting for various HR positions, including HR Assistants, HR Managers, Employee Relations Specialists, and Payroll Administrators. Our services extend to permanent, contract, and temporary recruitment solutions, as well as providing support for virtual assistant services. We are committed to helping businesses find exceptional talent for all types of business support and HR roles across the UK, including London, Manchester, Birmingham, Leeds, Liverpool, and beyond. Whether you’re looking for a temporary role or a permanent position, Lily Shippen is your trusted partner for recruiting the right people for your business or career.