Legal Secretary

About the Organisation

Loch Corporate Services is a professional services firm delivering a broad range of solutions across administrative, technical, marketing, and specialized operational areas. Established with a focus on high quality and compliant service delivery, Loch supports organizations seeking integrated support functions under a single trusted provider. The firm is committed to strict confidentiality standards, consistent quality controls, and seamless collaboration with client teams across multiple sectors.

Role Overview

The Legal Secretary will assist the client firm's lawyers with file maintenance and the management of matters, and will liaise with existing and new clients, across the client firm's criminal and civil litigation practices. In the criminal practice, the Legal Secretary will support solicitors with the carriage and progression of a broad range of criminal law matters. In the civil practice, the Legal Secretary will support solicitors with the carriage and progression of complex civil litigation matters, including those involving unlawful arrest, police misconduct, misuse of police powers, assault, battery, false imprisonment, malicious prosecution, and related civil claims that intersect with criminal proceedings.

Key Responsibilities

• Assist with new client enquiries, including data entry and sending requests for documentation to potential new clients
• Open, maintain, and close matters and files, including accurate data entry and record maintenance
• Draft initial letters, cost disclosures, and general correspondence
• Diaries relevant dates and key deadlines, and assist lawyers with diary management, including weekly reviews of the fortnight ahead
• Assist with the financials for matters, including chasing retainer payments, checking the financial health of matters, and supporting initial debt chase-up and recovery
• Upload and organize briefs of evidence in accordance with firm process
• Assist with filing digital documents as per firm procedures
• Arrange and prepare transcripts as requested
• Scan and file all relevant documentation using OCR, and undertake general file maintenance
• Prepare emails and letters on behalf of lawyers
• Direct files to be closed and archived on completion of matters

Key Deliverables

• Key dates, limitation deadlines, and diary entries tracked and actioned with no missed deadlines
• Briefs of evidence uploaded and organized in accordance with firm process within agreed timeframes
• Matter finances monitored consistently, with retainer and billing issues flagged and escalated promptly
• Client correspondence, initial letters, and cost disclosures prepared accurately and issued on time

Required Skills and Attributes

• Experience in legal or professional administration
• Excellent written English
• Strong organization and accuracy, with high attention to detail
• Discretion in handling confidential and privileged material
• Absolute reliability with confidential and privileged information is non-negotiable; this is criminal defense and civil litigation work, and strict data-security protocols apply as a condition of the role

Qualifications

• Prior experience in a legal secretarial or professional administrative support role; experience within an Australian or other common-law legal environment is preferable.
• A formal qualification in legal secretarial studies, business administration, or a related field is an advantage
• Familiarity with legal practice-management and document-management software is an advantage

Employee Benefits

• Four weeks paid annual leave
• Health insurance coverage
• Performance-linked bonus subject to eligibility and company policy

Compliance and Confidentiality

The Legal Secretary is required to operate exclusively within approved systems and platforms as directed by Loch. All client and organizational data must be handled in strict accordance with Loch's data handling protocols. Any client-facing outputs must be subject to appropriate review and oversight prior to delivery. The role holder must maintain confidentiality of all clients, commercial, and operational information at all times.