Use these questions to identify a candidate’s technical knowledge and abilities
Use these questions to determine how a candidate handled situations in the past
Use these questions to assess a candidate’s personal traits and cognitive skills
Why this matters:
Many legal secretaries are tasked with drafting legal documents on behalf of an attorney. Depending on the type of law their company practices, this may include subpoenas or letters of intent. This question tests your candidate’s knowledge of these documents and their experience writing them. If they’ve worked in a similar role before, they should be highly familiar and comfortable with them.
What to listen for:
- The candidate should be able to comfortably talk you through the process for drafting a subpoena or letter of intent.
- Answers may include confirming names and addresses.
- Candidates may also reference working from notes the attorney provides.
Why this matters:
Legal secretaries spend a lot of their days preparing documents, such as legal memos, court pleadings or contracts (depending on the type of practice), and letters. These documents are often used by attorneys, co-counsel, and court staff, so they need to be timely and free from error, with many requiring constant cross-checking. As such, your new hire must be able to type quickly, without sacrificing accuracy.
What to listen for:
- Ideally, candidates should be able to type at least 50-80 words per minute—accurately.
- Candidates should stress that they always review their work before submitting.
- Listen for references to specific strategies for confirming accuracy, like cross-referencing the facts of a case.
Why this matters:
Legal secretaries will frequently be asked to transcribe case notes and dictated reports to create transcripts for clients’ files. These transcripts must be free from grammatical errors and other mistakes, so your next legal secretary needs to have strong proofreading skills and close attention to detail.
What to listen for:
- Evidence that the candidate is knowledgeable of and comfortable with legal terminology.
- An emphasis on ensuring accuracy and confidentiality.
- A proven ability to work with dictation and transcription software.
Why this matters:
In a legal setting, emotions can run high, and it’s not uncommon for legal secretaries to encounter demanding or unreasonable clients. For example, a client may call repeatedly trying to get through to a busy attorney, getting impatient when told they’re not available. As a representative of the company, it’s a legal secretary’s job to remain composed in the heat of the moment.
What to listen for:
- A professional attitude and approach to fostering client relationships.
- A clear awareness that the way they respond to such clients reflects on the firm or office as a whole.
- Strong answers may mention listening to the client’s grievances and making tactful suggestions.
Why this matters:
Confidentiality is critical in the legal field. Since legal secretaries deal daily with highly sensitive information, you want to be sure your new hire always acts with integrity and will take every precaution to protect clients’ confidentiality. Failing to do so could result in losing a client, with or without potential harm to your company’s reputation and/or (in egregious circumstances) professional penalties.
What to listen for:
- Emphasis that they’d never discuss details of a case outside of the workplace.
- Mention of being careful not to misplace documents or records.
- Demonstration of a clear understanding of why confidentiality is so important.
Why this matters:
Technology has transformed the legal field. But when it breaks down, legal secretaries often have to revert back to old-school methods. Maybe the internet went down right before an important document had to be filed, forcing them to turn to the fax machine. Whatever the case, top legal secretaries can adapt and keep the office running smoothly.
What to listen for:
- Evidence that the candidate is adaptable and able to quickly identify alternative solutions.
- Signs that they take initiative, rather than waiting to be told what to do.
- A dedication to meeting deadlines, regardless of obstacles.
Why this matters:
Working in a fast-paced legal environment, legal secretaries frequently need to juggle multiple tasks with tight deadlines. This can include coordinating difficult schedules and perfecting exhibits to large files in a timely way, all while dealing with a flood of emails, calls, and requests. You need to know your new hire can keep pace, maintaining a high level of accuracy (and patience!) no matter how busy they get.
What to listen for:
- Reference of proactive strategies, like ensuring documents are indexed properly to prevent wasted time later.
- Top candidates may reference proactive strategies, like ensuring documents are indexed properly to prevent wasted time later.
- An ability to stay focused, even under pressure.
Why this matters:
Legal secretaries have to communicate with clients, attorneys, and other legal professionals every day, so strong verbal and written communication skills are a must. While it’s fine for candidates to have a preference, they should be ready to adapt their communication style to the specific circumstance.
What to listen for:
- Indication that they’re comfortable with all three methods.
- Top answers may discuss the pros and cons of each method.
- Specific examples of when one method is preferable to another (e.g. email may be better suited to quick updates or inquiries).
Why this matters:
Legal secretaries are regularly tasked with performing legal research, preparing legal documents, and, in some cases, attending discovery or closings, negotiations or court hearings, so having a genuine interest in the law is beneficial. This question can help you gauge a candidate’s passion for the field and determine if they’ll find your company a stimulating place to work.
What to listen for:
- Evidence that the candidate has a real passion for the law.
- Ideally, they’ll mention an area of the law that your company specializes in.
- Strong answers may also emphasize an overarching interest in justice or helping clients.
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