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Administration Specialist FAQs

What does a legal secretary do?

The legal secretary’s remit varies from firm to firm, but basically they provide secretarial support – especially with the high volumes of typing – to the fee earners in a legal department or firm of solicitors, from Paralegals, Legal Executives and Solicitors to Partners.

What qualifications do you need?

Again this varies from one firm to the next. There are no set entry level requirements and many Legal Secretaries begin their careers as trainee administrators or office juniors and train while in the job.  Nowadays many people are proficient typists by the time they leave school, whereas in the past a secretarial course including typing and shorthand/audio would have been required.  There are specialised qualifications however, such as ILEX, the Institute of Legal Secretaries.

Any other skills?

You’ll need great attention to detail and high levels of accuracy…and ideally an interest in the legal system. Court documents have no room for error, and much of the material will be highly confidential. Your English, spelling and grammar need to be good, and you should be comfortable working to deadlines and dealing with clients over the telephone.

What hours do legal secretaries work?

Usually office opening hours, 9am to 5pm, but if the solicitors you support are working longer hours during a very busy period you may be asked to help out after hours.  Firms are now adapting to flexible working patterns and looking for ways to manage their resources more effectively creating ‘document production teams’ for example, who work part time or ‘off peak’ hours.

I’m a secretary working in one department, can I change to another?

In short, yes. Lots of secretaries change the area of law they cover many times in their career. However, the documents and procedures may well be very different, so just be honest about your experience, take the time to understand your new area and you’ll be back in your comfort zone in no time.

What’s a ‘float’ secretary?

Some larger firms have a float secretary who moves between departments and covers for peaks in work, holiday and sickness.  They’re familiar with all departments and able step in and assist busy teams without hiring another secretary and spending time training them in the role.

How many people does the secretary support?

This varies not only from firm to firm but also depends on the department you’re working in. Some departments are ‘paper heavy’ and will need a ratio of 1 secretary to 2 fee earners as the volume of typing is so great. Others can be 1 secretary to 4 fee earners, sometimes 5 or 6 if they’re in an area of law needing less typing.  

I’m interviewing for a legal secretary position.  What do I need to ask?

Make sure you meet the team you’ll be working with as part of the interview process.  Whatever qualifications and skills you have, it’ll be your relationship with the team you support that’s crucial to your success. Even if it’s for a quick coffee at the beginning or the end of the day if they are busy, it’s in their interest too as their success depends on your ability to support them.  

Find out what they really need from a secretary, not just what’s on the job description.  For example, do they want you to get them super organised and take control of their diary from day one? Or are they already self-sufficient and IT savvy and just need audio typing assistance?  All these things will affect your job and how happy you are doing it, so don’t be afraid to ask questions!