Legal Secretary – Commercial Conveyancing

We’re delighted to present an exciting opportunity for an accomplished Legal Secretary with extensive experience in conveyancing and property administration to join a well-reputed local practice.

The successful applicant will provide cost effective clerical and secretarial support to their principal and to other fee earners to enable them to operate at optimum efficiency.

Duties and responsibilities:

• Preparing a variety of correspondence and documents through audio typing and word processing to an accurate standard and in a timely manner, with minimal supervision;
• Taking telephone calls and dealing with enquiries directly either by telephone or in person;
• Ensuring any telephone messages are taken accurately and are passed to relevant person in a timely manner;
• Setting up and maintaining accurate records on client data management system;
• File administration, which will include opening new matters on the case manager system, maintaining files in an orderly fashion and in line with Company file opening protocols and ensuring full Company compliance requirements are met at the outset of the case;
• Preparing mail and enclosures for dispatch;
• Photocopying, scanning, uploading documents;
• Making appointments, arranging meetings and taking minutes, and maintaining an up-to-date appointment diary systems for the department;
• Complying with internal systems and processes in place, e.g., logging and maintaining a key date register;
• Closing files, complying with the Company’s file closure procedures and liaising with accounts to ensure that the ledgers are cleared;
• Preparing invoices as instructed by the fee earner, ensuring all disbursements have been claimed and paid out;
• Accurately time-recording and preparing file notes of actions taken on case and time spent;
• Covering Reception and postal duties when required to do so;
• Providing support and cover to other secretaries/colleagues when reasonably required to do so;
• Providing basic training on departments systems to junior team members;
• Undertaking training as requested;
• Ensuring the confidentiality of the Company and Client Documentation at all times;
• Proactively supporting marketing initiatives, including attending Company functions/networking events/team-building events;
• Any other duties commensurate to the post of a Legal Secretary.

Skills and experience required:

• Extensive secretarial experience in a conveyancing/property role is essential;
• Excellent knowledge of conveyancing practices and procedures, including having a knowledge of property registration processes and Land Registry systems and documentation;
• GCSE or equivalent in English and Maths – minimum Grade 5 or equivalent;
• IT proficient with a good knowledge MS Office;
• Advanced word-processing and audio-typing skills;
• Excellent communication skills, both verbally and in writing, with strong attention to detail in respect of content, grammar, spelling and punctuation;
• Ability to work in a busy environment, organising and prioritising effectively;
• Confidence to liaise regularly with clients and other professionals both in person and on the telephone;
• High degree of integrity, protecting client/company information at all times and having a good understanding of GDPR;
• Demonstrates an enthusiasm for proactively working with the marketing team to promote the Company and its services, and to attend company / industry events.

Hours of work

• Monday to Friday, 9.00am – 5.00pm with 1 hour lunch break.

Salary and benefits:

• £17,500 – £35,000