Senior Legal Secretary

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We're an established law firm that genuinely cares for our clients, providing them with high-level attention over varied industries of law. We're committed to practicing excellent law and take pride in what we do. If you're looking to take the next step in your legal career and would like to learn more about O'Hearn Lawyers, we encourage you to get in touch. We are always looking to expand our team with motivated, skilled candidates.
Please scroll down to view our current vacancies, which you can apply for through the form at the bottom of this page, or by emailing your application to ****** .
Newcastle and Port Stephens OfficesSenior Legal Secretary – Commercial and Litigation team (3+ Years)The Opportunity We have an opportunity for aSenior Legal Secretary to join our Commercial and Litigation team on-site at our Wallsend office on a full-time basis.
This is a full-time role, please note that we are not accepting applications from students or for part-time positions for this role. Some key areas of responsibility will include (not limited to):
Efficiently manage incoming and outgoing correspondence, including emails, phone calls, and letters.Schedule, manage and coordinate meetings, appointments, and conferences for lawyers and clients.Maintain matter management and organise physical and digital filing systems, ensuring easy retrieval of documents and information.Draft, proofread, and edit legal correspondence & documents, such as contracts, agreements, and briefs, adhering to formatting and style guidelines.Assist with billing and invoicing processes, including timekeeping and expense tracking.Conduct legal research using online databases and libraries to support lawyers in case preparation and analysis.Liaise with clients, court personnel, and other external parties to facilitate communication and information exchange.Provide administrative support to legal teams.Uphold confidentiality and discretion in handling sensitive information and matters pertaining to clients and cases.About You Professional skills and competencies you will present include:
Minimum of 3 years' experience as a Legal Secretary including previous experience supporting fee earners at all levels.high degree of initiative, pro-activity and problem-solving skills, with a willingness to take ownership for the completion of tasks/projects and deliver innovative solutions to improve systems or work practices.Ability to effectively prioritise workload.ideally you would have a good understanding of Lexis Nexis Affinity this is the legal software we use.excellent relationship building and organisational skills.strong written communication skills and excellent attention to detail, with the ability to draft correspondence and presentations.ability to pick up new systems with ease, with intermediate to advanced level technical skills in the Microsoft suite.ability to work independently and part of a team.About O'Hearn Lawyers O'Hearn Lawyers is a small private firm with a great history spanning more than 35 years. We are proud of our team and are future-focused, having expanded into new location 2 years ago we have two locations in the Newcastle and Port Stephens area. Our in-depth understanding of our clients and commitment to providing excellent standards of service have seen us become a trusted adviser to local and national corporates in all areas of commercial law. To find out more please visit www.ohlaw.com.au.
What makes O'Hearn Lawyers a great place to work? We offer you all the things you should expect from an great law firm, some of which include:
Great people and cultureFlexible work conditionsCollaborative team environmentTeam bonding, EOFY, Birthday and Christmas celebrationsReward and recognitionWork life balanceWe aim to recruit, retain and promote the best people from the widest possible talent pools. We are committed to offering a safe and welcoming environment for all employees to ensure they are supported to work at their best.
Commercial Lawyer and Practice Group Leader (5+ PAE)Location: Onsite – Wallsend, Newcastle OR Salamander Bay, Port Stephens Firm Overview: O'Hearn Lawyers is a dynamic and rapidly growing mid-size law firm in Newcastle, providing a range of complex legal services to small and large businesses and individuals.
Position Overview: As part of our expansion, we are seeking a highly skilled Commercial Lawyer with exceptional legal expertise and leadership skills to join our team and take on the role of Practice Group Leader for our Commercial Team. As a Practice Group Leader, you will play a pivotal role in shaping the direction of our commercial practice, ensuring the delivery of outstanding legal services, and contributing to the overall success and growth of the firm.
Key Responsibilities: Provide legal advice on a wide range of commercial matters, including contracts, negotiations, transactions, regulatory compliance and due diligence.Collaborate closely with clients and colleagues to deliver tailored solutions that align with clients' objectives.Regularly liaise with accountants, brokers, bankers, agents, financial planners, surveyors and other third-party entities to progress matters and assist clients achieve their goals.Draft and review legal documents, agreements, and contracts related to commercial property and associated transactions.Stay abreast of industry trends, legal developments, and best practices to ensure the highest level of service to clients.Handle complex commercial property transactions from inception to completion in areas such as acquisitions, sales, leasing, 'off the plan' transactions and development projects.Conduct legal research to stay up to date with relevant laws and regulations.Lead, mentor, and inspire a team of talented Commercial Lawyers, fostering a collaborative and high-performance culture.Develop and implement strategies to enhance the efficiency and effectiveness of the Commercial Team.Develop, execute and monitor revenue and financial forecasts and budgets.Monitor the market and develop competitive strategies around services, pricing, delivery and marketing.3. Client Relationship Management: Build and maintain strong relationships with clients, understanding their business needs and providing strategic legal counsel.Identify opportunities for business development and contribute to the growth of the commercial practice.4. Strategic Planning: Collaborate with senior management to develop and implement strategic initiatives for the Commercial Team.Contribute to the overall strategic direction of the firm, aligning legal services with business objectives.Qualifications: Minimum 5 years' PAE.Proven leadership experience, with a track record of successfully managing and developing legal teams.Proven ability to manage a high-volume workload and meet deadlines.A strong client focus and commercial approach to the law.The ability to run matters autonomously.Strong interpersonal skills and a desire to work in a collaborative environment.Commercial transactional experience including the sale and purchase of businesses and associated structures, as well as commercial and retail leasing.Experience advising, reviewing and drafting of a broad range of commercial contracts.Strong knowledge of relevant NSW property laws, regulations and industry practices.Experience in both the acquisition and sale of commercial, industrial and residential properties.How to Apply: Applications in confidence should be e-mailed to****** including cover letter addressing the criteria and CV.
Estate Lawyer (1 – 3 PAE) | Expressions of InterestThe Role: The role will see you working as a Lawyer within our Estate Planning, Estate Litigation and Estate Administration teams.
The role requires initiative and proactivity whilst confidently representing the firm and your clients' best interest. It requires a positive work ethic with attention to detail and commitment to providing excellent client services whilst enhancing your reputation in the legal community.
The Applicant: A current NSW Practising Certificate1 – 3 years post admission experienceProven success in a similar roleStrong understanding of the Succession Act 2006, Civil Procedure Act 2005, Probate and Administration Act 1898 and associated regulationsA confident and professional mannerExcellent communication and negotiation skillsAbility to meet deadlines and client expectationsConfident court room mannerExperience in drafting correspondence, Wills, Powers of Attorney, Appointments of Enduring Guardian, Affidavits, Statements and other practice area specific documents.Outstanding MS Suite and typing skillsThe Benefits: Great people and cultureFlexible work conditionsCollaborative team environmentReward and recognitionWork life balanceThis is a fresh opportunity to be part of a nurturing, progressive and thriving firm. If you are looking for an exciting career move and a chance to flourish in your role, we look forward to meeting with you.
Applications in confidence should be e-mailed to****** including cover letter addressing the criteria and CV.
Legal Secretary – Property TeamLocation: Onsite – Newcastle Office Are you an experienced Legal Secretary with a passion for property law and a keen eye for detail? O'Hearn Lawyers, a thriving law firm located in Newcastle and Port Stephens, is seeking a dedicated full-time Legal Secretary to join our busy Property Team. If you're looking to advance your career in a dynamic and supportive environment, we want to hear from you.
Job Description: As a Legal Secretary in our Property Team, you will be an integral part of our practice, providing essential support to our property lawyers. Your responsibilities will include:
Administrative Support: Efficiently manage and organise the daily workflow of the Property Team, including diary management, scheduling appointments, and handling correspondence.
Document Management: Prepare, edit, and proofread documents relating to property transactions such as contracts, settlement statements and leases. Maintain an accurate electronic and physical filing systems.
Client Interaction: Communicate professionally with clients, ensuring their needs are met and inquiries are addressed promptly. Provide excellent customer service.
Property Transactions: Assist with property transactions, liaise with other law firms, real estate agents, banks and third parties generally, to progress general property matters.
Legal Research: Undertake legal research, gather relevant information, and assist lawyers in preparing legal documents and reports.
Billing and Finance: Assist with billing processes, including time entry, tracking billable hours, Invoicing, and management of expense reports.
Team Collaboration: Collaborate effectively with colleagues within the firm to progress and grow the Property Team.
Qualifications: – Minimum of 2 years of experience as a Legal Secretary in a property law practice or similar role.
– Proficiency with the Microsoft Office Suite, PEXA and legal software (we use Affinity).
– Strong organisational skills, attention to detail, and the ability to manage multiple tasks concurrently.
– Be self-driven, have a 'can do' attitude and be willing to learn.
– Excellent written and verbal communication skills.
– Familiarity with property law and related procedures is highly desirable.
Company Culture: At O'Hearn Lawyers we take pride in our vibrant and inclusive company culture. Our values and principles include:
Excellence: We are committed to delivering high-quality legal services and exceeding client expectations.
Collaboration: We foster a collaborative and supportive work environment where teamwork is essential for success.
Professional Growth: We invest in the development and career progression of our employees, providing training and opportunities for advancement.
Work-Life Balance: We understand the importance of work-life balance and offer flexible work arrangements to accommodate individual needs.
Team Culture: We celebrate staff birthdays and work anniversaries, host morning teas, and hold EOFY and Christmas parties among other events throughout the year.
If you are a motivated Legal Secretary with a passion for property law and a desire to contribute to a dynamic team, we encourage you to apply. Join us in shaping the future of property law at O'Hearn Lawyers.
To apply, please press submit on seek and send us your resume and a cover letter OR a brief video outlining your qualifications and explaining why you are interested in joining our Property Team or email****** .
Accepting future CV for Legal Secretary positionsLocation: Onsite – Newcastle Office O'Hearn Lawyers has recommenced the recruitment process to enhance their team. If you are looking to join a firm with a great team culture, that is known to be friendly and supportive with a client-focused approach this is the role for you.
If you are an experienced Legal Secretary who is able to build excellent client rapport and support the smooth operation of all aspects of the firm. This role requires a friendly, motivated applicant with a strong desire to take the lead and work alongside a professional staff.
Benefits for you: Flexible hours.Hands on position and autonomous role.Friendly and supportive team culture.Recognition for your hard work.This varied and challenging role will see you responsible for: Preparing and filing court documents, letters and other correspondence.Attending to Administration of Estates.File and diary management.Confidently liaising with clients and professional persons.A suitable candidate will possess the following attributes: Ability to work efficiently to maximise output and meet deadlines.Excellent communication and organisation skills.Confidence in working with and developing client relationships.Excellent questioning and listening skills.Attention to detail with the ability to identify and anticipate future tasks.Strong problem-solving skills.Initiative and enthusiasm.Ability to work independently and in a team.To be successful in this role you must: Be a well-presented team-orientated individual wishing to work in a professional office environment.Have a fast and accurate typing speed of not less than 60 words per minute.Proficiency with the Microsoft Office suite, NSW Government online registry and share registry websites.Have a sound understanding of court procedures and familiarity with court documents at all levels.Have a positive work ethic.Be able to work autonomously.A team-focused mentality with proven experience of going that extra mile to assist your colleagues.Knowledge of Affinity would be an advantage.A Justice of the Peace appointment is desirable.This is a long-term career path opportunity to be part of a progressive and thriving firm which has high expectations, professional and supportive firm culture and a strong commitment to professional standards and client service. If you are looking to building, your legal career in a rewarding firm who values being recognised for your hard work then this is the role for you.
Want to work with us? Tell us about yourself.We're always on the lookout for great legal team members to join us. If this is you, please fill out the form below.
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From Wills & Conveyancing to Commercial Law, at O'Hearn Lawyers we're on your side.
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