Vacancy No. RR04
Overview of the Vacancy
We require an experienced Legal Secretary or Property Administrator to support the Residential Property team at the Reigate office in a part-time role working 3 days per week (approximately 21.5 hours per week).
Job Description
The prime role of the Legal Secretary or Property Administrator is to provide direct support to the fee earners to enable them to operate at optimum efficiency. The Legal Secretary or Property Administrator is expected to use a good degree of self-management and initiative.
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Set up and manage the administration of property projects under fee earner direction to include maintaining participant contact details, collating title documents etc.
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Prepare mail and enclosures for dispatch.
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Arrange for all copying to be done, in person if an office assistant is not available to undertake the task.
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Scan documents to Case Management System.
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Liaise with Legal PAs and fee earners to support in the reorganisation of filing cabinets and office space as required.
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Ensuring team compliance with Lexcel and internal procedures and processes for files including audits of client ID and other matters
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Take full responsibility for the proactive, ongoing management of files, including retrieval, creation and archiving.
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Prepare the conference room for meetings as necessary and for the tidying and clearance of the room at the end of the meeting.
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Provide assistance to secretaries as required, which may include preparing correspondence and documents through audio-typing and word processing.
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Attend clients both in person and on the telephone and to provide such support in a professional and friendly manner in keeping with the firm’s standards for client care, this will include
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Issue client letters for all appointments and general enquiries.
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Manage overflow incoming telephone enquiries, capturing customer information; managing all customer enquiries
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Administer filing which will include daily filing and the opening, closing, storage and retrieval of client files in accordance with the detailed procedures contained in the office manual.
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To generally assist the fee earners and paralegal as required.
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Undertake any specific training when required to do so and overall to have a responsibility towards self-development.
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Ensure the confidentiality of all the Firm’s and clients’ documentation and information.
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Preparing and submitting Land Registry forms
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Undertake on-line form filling requirements including SDLT forms
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Undertake other duties as from time to time required
Additional and or different Duties
This job description is non exhaustive and the Firm reserves the right to vary the duties and responsibilities of the post holder at any time according to the needs of the Firm’s business.
Qualifications
5 GCSEs grade A-C (minimum)
2 A levels grade A-C
Essential skills, knowledge and abilities
- IT skills in relevant packages
- Speed typing skills
- Good accuracy levels
- Attention to detail
- Good communication skills with clients both on the phone and personally
- Provision of customer care
- Demonstrates a pro-active approach to work and clients
- A preparedness to take on other tasks as required by fee earner(s)
- Demonstrates ability and willingness to:
- work to occasional deadlines
- to cope under occasional pressure
- prioritise work-loads effectively
- work as part of a team
- Demonstrates a genuine interest in legal work
- Has a good attendance record year on year
- Demonstrates a positive attitude.
Desirable skills, knowledge and abilities
- Prior knowledge of Iris Evolution or other case management systems
- Knowledge of law / legal practice
- An administrative background
If you are interested, please send your CV and covering letter to jobs@twmsolicitors.com.
No Agencies Please
TWM Solicitors (www.twmsolicitors.com) is an Equal Opportunities Employer.
