Shamima Aktar
Southampton,Hampshire
Summary
Dedicated and detail-oriented individual with over four years of experience supporting solicitors in a variety of legal practice areas and currently seeking to obtain further conveyancing qualifications having previously obtained a number of legal certifications. Skilled in conducting legal research, drafting legal documents and managing case files.
Overview
5
5
years of professional experience
Work History
Legal secretary Commercial Property Department
Paris Smith LLP
Southampton , Hampshire
08.2021 - Current
- Ensured efficient workflow by managing legal correspondence and documents.
- General administrative duties, including AML checks, file opening, monthly billing, and file closing.
- Document production, audio and copy typing of correspondence using digital dictation.
- Distributing documentation internally and externally, electronically, or hard copy
- Streamlined office operations for enhanced productivity with filing systems.
- Improved client relationships with professional communication skills.
- Provided comprehensive administrative support to a team of solicitors, resulting in increased efficiency.
- Drafted various conveyancing legal documents, contributing to the timely completion of cases.
- Maintained a well-organised office environment which improved staff productivity.
- Updated knowledge continuously on legal regulations and developments to maintain professionalism.
- Executed general secretarial tasks such as photocopying or scanning, archiving files, and organising deeds and documents to maintain a well-functioning workspace.
- Utilising a case management system, oversaw client files with the utmost discretion and secrecy, organising documents and files to facilitate information retrieval. For correct, up-to-date records, client files in case management systems were also updated.
- Carried out property searches on behalf of fee earners, to include commercial/residential property searches such as water and drainage, and chancel searches.
- Drafted and prepared legal documents for senior staff within the team for review and approval, to include transfers, contracts, leases, deeds, and lease reports.
- Also assisted other conveyancing departments in the preparation, and drafting of various documents.
- To provide a functional workplace for uploading and sharing data with clients and other coworkers, data rooms were created and arranged using Project Fusion.
- Submitted forms and applications at the Land Registry, and carried out associated searches by collating and providing required information.
- Submitted and prepared Stamp Duty Land Tax returns.
- Met practice, firm and legal standards for compliant case management.
- Bound deeds and documents and stored in orderly systems to maintain thorough records.
- Prioritised activities to meet changing case demands and achieve deadlines.
- Upheld data quality standards with precise record-keeping.
- Organised meetings for solicitors and clients.
- Drafted correspondence on behalf of legal partners and other staff members, proofreading work for typographical and grammatical errors with precision and accuracy, ensuring attention to detail to minimise errors. Typed letters, memoranda and emails to convey accurate and professional information.
- Revised previously prepared legal documents to reflect changing information or improve compliance with standards.
- Used case management system to monitor and maintain case-related information, court deadlines, and liaised with solicitors for streamlined case management.
- Proofread and revised draft documents daily to optimise formatting, punctuation and consistency.
- Coordinated delivery of legal correspondence to clients.
- Assured smooth operation of legal proceedings with efficient administrative tasks.
- Conducted due diligence checks to minimise potential risks.
- Continued professional development, with regular participation in relevant training.
- Maintained up-to-date knowledge on laws and regulations to provide accurate advice.
- Handled confidential information discretely, instilling trust in clients.
- Processed and filed incoming and outgoing mail, thoroughly maintaining records for maximum efficiency.
Legal secretary Wills & Probate and Conveyancing
Footner & Ewing LLP
Southampton, Hampshire
12.2019 - 07.2021
- Ensured efficient workflow by managing legal correspondence and court documents.
- Streamlined office operations for enhanced productivity with filing systems.
- Preparing legal documents to include Wills, Powers of Attorney, Transfers, Contracts, and Deeds.
- Preparing sales packs and documents, and liaising with clients, agents, and various other parties.
- Improved client relationships with professional communication skills.
- Facilitated smooth running of legal procedures by scheduling appointments and deadlines, and keeping records up to date.
- Typing up legal documents and correspondence, and performing legal research.
- Opening and closing of new files/volumes, ensuring relevant procedures are followed.
- Providing an accurate and efficient postal delivery service, including the collection and distribution of both internal and external mail.
- Handling general administration tasks such as filing, bundling, scanning, and document formatting, and answering calls.
- Coordinating travel arrangements, including booking couriers and taxis.
- Managing document storage, retrieval, shredding, and archiving processes.
- Processing of invoices and expenses.
- Assisting other staff with administrative tasks, and ad-hoc projects, as required.
- Responsible for all aspects of administrative and secretarial work.
- Diary management. Understanding workload and prioritising duties to ensure best practice.
- Providing a professional and personable point of contact for all external parties, particularly clients.
- General administrative duties including AML checks, file opening, monthly billing, and file closing.
- Managing team members' diaries and Outlook calendars, including arranging travel where required.
- Document production, audio and copy typing of correspondence using digital dictation.
- Organising various internal and external meetings, including room bookings, refreshments, and IT equipment for the team.
- Acting as the first point of contact for Fee Earners, managing telephone, voicemail, and out of office email messages for the team when they are not available, and responding or re-directing where necessary.
- Distributing documentation internally and externally, electronically or hard copy.
- Ensuring all team electronic and hard copy filing is managed in a timely and efficient manner, in strict accordance with the firm's procedures.
Education
Diploma of Higher Education - Level 6Conveyancing Law and Practice
MOL Manchester Open Learning
Manchester 09.2024 -
Diploma of Higher Education - Level 4 Conveyancing Law and Practice
MOL Manchester Open Learning
Manchester 10.2022 - 07.2024
Diploma of Higher Education - Level 4 Paralegal Studies
National Association of Licensed Paralegals
London 06.2021 - 09.2022
Diploma of Higher Education - Legal Secretaries Diploma Course
The Institute of Legal Secretaries and PAs
London 05.2019 - 10.2019
LLB LAW (FIRST YEAR)
SOUTHAMPTON SOLENT UNIVERSITY
Southampton 09.2011 - 07.2012
Skills
- excellent written and verbal communication skills
- the ability to manage multiple tasks or caseloads
- good attention to detail to be able to carefully analyse files and data
- Strong legal knowledge of conveyancing transactions and legal procedures
- keen attention to detail and analytical abilities
- legal research skills and the desire to develop your understanding of the law
- time management skills and the ability to work well under pressure and to tight deadlines
- office administrative skills for tasks such as filing, typing and letter writing
- good teamwork skills particularly when working with other departments to complete your tasks
- a flexible and adaptable approach to your work
- business acumen and an understanding of the clients' needs
- professionalism when working with colleagues, senior partners, experts and clients
- general IT skills and knowledge of legal database certifications such as LexisNexis or Westlaw
Timeline
Diploma of Higher Education - Level 6Conveyancing Law and Practice
MOL Manchester Open Learning
09.2024 -
Diploma of Higher Education - Level 4 Conveyancing Law and Practice
MOL Manchester Open Learning
10.2022 - 07.2024
Legal secretary Commercial Property Department
Paris Smith LLP
08.2021 - Current
Diploma of Higher Education - Level 4 Paralegal Studies
National Association of Licensed Paralegals
06.2021 - 09.2022
Legal secretary Wills & Probate and Conveyancing
Footner & Ewing LLP
12.2019 - 07.2021
Diploma of Higher Education - Legal Secretaries Diploma Course
The Institute of Legal Secretaries and PAs
05.2019 - 10.2019
LLB LAW (FIRST YEAR)
SOUTHAMPTON SOLENT UNIVERSITY
09.2011 - 07.2012
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