Legal Assistant

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

Legal Assistant

Residential Conveyancing Property Team

Responsible to: Property Team Leader, Property Section Head, and thereafter the Partner in Charge

Main Purpose of the Job:

  • Work as part of a team providing legal services in respect of Conveyancing instructions received from Clients and intermediaries
  • Communicate with clients, agents, lenders, other parties Solicitors and mortgage brokers

Key Tasks and Duties:

  • Carry out the Conveyancing process in accordance with the agreed service standards
  • the primary interface with the client, Estate Agent and other parties to the transaction, liaising and updating as appropriate, both in person and on the phone, providing such support in a professional and friendly manner in keeping with the Firm’s standards for client care
  • Use the Case Management System (CMS) to produce letters and documents without secretarial support
  • Responsible for own caseload, referring all legal aspects to the Team Leader / Section Head
  • Assist with the preparation of bills and completion statements
  • Ensure that all undertakings (other than standard ones as to deeds and in Replies to Requisitions) are referred to the Team Leader
  • Use the Case Management system (CMS) to action workflow entries on a daily basis
  • Ensure that high levels of customer service are maintained at all times
  • Ensure that the Team Leader is made aware of any cases where there is reason to believe that it may lead to a problem or complaint
  • Ensure that telephone calls are dealt with in a professional and friendly manner, that full electronic telephone notes are taken and that calls relating to any legal aspects, which the Legal Assistant is unable to resolve are referred to the Team Leader immediately
  • Regularly update clients as to progress of matters
  • Ensure that all matters are billed promptly at completion
  • Be familiar when required with the operation of all relevant IT facilities including Word, Excel, Oyezforms, the Case Management System (and any other IT applications used by the Firm)
  • Ensure the confidentiality and security of all Firm and client documentation and information
  • Provide guidance and assistance to the Team’s Administration Assistant when required to do so
  • Undertake any specific training when required to do so and overall to have a responsibility towards self-development in line with the Departmental / Section Business Plan
  • Through training and other means, to keep fully up to date with relevant legislation and practice, taking responsibility for own self-development, liaising with the Team Leader / Section Head
  • Adhere strictly to the Practice’s Health & Safety policy and other requirements relating to care and use of equipment
  • In respect of Office Procedures / Personnel, to seek guidance and assistance from Team Leader / Team Manager or Practice Manager
  • Deputise for the Team Leader when / if appropriate (as directed by the Section Head) to fulfil the Team Leader’s duties and responsibilities

Knowledge, Skills and Experience

  • Experience in Conveyancing or legal processing or some form of legal qualification or training, such as CILEX or be working towards this
  • 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 use word-process and be computer literate
  • Self motivated and results driven
  • Possess excellent numeracy and spelling skills
  • Responsible and flexible
  • Professional and positive attitude

Planning and Organisational Attributes

  • Demonstrate organisational and time management skills
  • Able to demonstrate pro activity and attention to detail
  • Makes a positive contribution to setting their own objectives
  • Organised and able to prioritise their work
  • Able to assist in the planning ahead for predictable peaks or holidays, etc.

Communication Attributes

  • Polite, diplomatic, friendly and patient
  • Demonstrate a natural empathy/affinity with clients and Estate Agents and to have a good telephone manner, with a clear diction
  • Good report writing and written communication skills
  • Communicate effectively with people from diverse backgrounds
  • Deals promptly and sensitively with difficult situations and people
  • Responds to constructive feedback from Team Leader /Section Head or team members and takes action to address any behaviour causing a problem
  • Demonstrate the ability to ask for assistance, support and guidance when necessary
  • Demonstrate a willingness to help and assist all members of the teams

 Problem Solving and Creativity

  • Checks quality of work to avoid unnecessary mistakes
  • Examines cause of problems and suggest solutions on how they can be solved
  • Suggests improvements to standards and working practices
  • Accepts and implements changes to new ideas and working practices
  • Demonstrate an ability to cope with changing levels of workloads




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Tagged as: 'can do' attitude, Administrational Skills, Communicational Skills, Dealing With Enquiries