Legal Secretary – Property

Andy File Associates Limited are working as a Recruitment Business on behalf of our client with regards this permanent position.  

Legal Secretary – Property

Responsible to: The nominated Fee Earner Section Head

Main Purpose of the Job: (A more detailed job description can be made available)

  • Work as part of a Team providing support in respect of both Commercial / Residential Conveyancing instructions received from Clients and intermediaries, enabling the Team to work at optimum efficiency
  • Occasionally, as directed by the nominated Property Fee Earner / Section Head when required to assist with Company Commercial work

Key Tasks and Duties

  • Assist with the team’s Conveyancing files in accordance with the agreed service standards and in respect of administrative tasks such as photocopying and the production of correspondence and documents through audio-typing and use of the Case Management System (when appropriate)
  • Produce standard letters and documents and to prepare mail and enclosures for dispatch
  • Be familiar when required with the operation of all relevant IT facilities including Word, Excel, Oyez forms, the Case Management System and all other IT applications used in the Practice (training on the specific Legal Software (database) will be provided
  • Attend to clients both on the telephone and in person
  • Ensure that telephone calls are dealt with in a professional and friendly manner, that full electronic / manual telephone notes are taken and that calls are referred to the appropriate person immediately
  • Treat clients courteously
  • Ensure that high levels of customer service are maintained at all times
  • Attend to the filing including the daily filing (archiving to be done weekly) and the opening, closing, storage and retrieval from storage of clients’ files in accordance with the detailed procedures contained in the Practice’s Office Manual
  • Set up new files accurately, speedily on instructions from Fee Earners and maintained to the standard of the Practice
  • Maintain the accuracy of the Practice’s Database by ensuring the client’s details are correctly and fully entered
  • Check that Client’s details are on the Database and amended if required during the progress of the matter
  • Maintain the Fee Earner’s diary
  • Personally recording all appointments made by the Fee Earner
  • Make appointments, arrange meetings and maintain an up to date electronic diary for your nominated Fee Earner
  • Operating an effective follow-up and reminder system
  • Recording the key dates of the Fee Earner’s matters in the Section’s central diary
  • Carry out the instructions through the Land Registry Direct website and other agencies websites

Knowledge, Skills and Experience

  • Substantive previous experience of Commercial Property or legal processing or some form of legal qualification or training, such as ILEX desirable
  • Competent with the operation of relevant IT facilities including Word, Excel and Outlook
  • Previous experience of Legal Software desirable but training will be given on the use of the Practice’s database and legal software

Personal Attributes

  • Presentable and reliable (smart/well-groomed and on time)
  • Confident and Assertive
  • Mature and receptive
  • Demonstrate a willingness to learn and develop in the role
  • Able to word-process and be computer literate
  • Self-motivated and results driven
  • Excellent numeracy and spelling skills
  • Responsible and flexible
  • Professional and positive attitude

Salary DOE


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