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Conveyancing Secretary


Howells LLP
Company benefits: Flexible working hours, Life insurance, Pension scheme, Cycle to work scheme
Location: Sheffield
Job type: Permanent
Job sector: Private Practice
Experience: Non-qualified
Contact: Claire Bond
Sector: Residential Conveyancing
Category: Legal Secretary Jobs
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Legal secretaries provide essential support to fee earners to ensure effective delivery of legal advice.

The job holder will provide secretarial support for a busy conveyancing and wills, trusts and probate team. They will ensure that the administration systems and processes operate in a timely and effective manner, adhering to all quality standards.

Howells aims to provide a holistic service and secretaries are encouraged to work together with fee earners and with employees in other departments to ensure the best quality service.

The job holder will be directly responsible to the fee earners in their team and the Head of Department in which they are working.

The legal secretaries’ main responsibilities are:

·         To maintain accurate and up to date paper and electronic records

·         To work with and on behalf of fee earners, managing client expectations

·         To handle communication including telephone calls, letters and emails with external and internal customers

·         To follow and comply with agreed processes and procedures

·         To carry out general office duties

·         To provide an effective internal/external postal service for the fee earners in the office

·         To provide support when needed to internal/external auditing processes

·         To carry out reception duties when required, including greeting clients, making appointments and any admin duties associated with reception

The legal secretaries’ main day to day tasks are:

·         Assisting the fee earners with the management of their caseload by dealing with file related queries either face to face or by telephone whilst managing client’s expectations

·         Ensuring that clients are dealt with efficiently and politely and that legal matters are raised to the fee earner responsible

·         Carrying out relevant conveyancing searches

·         Helping fee earners progress their files by chasing other parties as and when necessary

·         Obtaining client ID and placing on file when appropriate

·         Making appointments for clients where required

·         Passing messages and updates on cases to fee earners promptly

·         Drafting and responding to routine correspondence

·         Taking new client enquiries and passing the enquiry to the relevant fee earner

·         Seeing new clients in person to take details where appropriate/required by the team/department

·         Issuing court applications/documents and liaising with the courts and other third parties

·         Operating the diary system efficiently including making appointments

·         Making up new files

·         Maintaining files, keeping them tidy and in order , ensuring that all filing is up to date and dealt with promptly

·         Ensuring that physical files reflect electronic files

·         Chasing documents as and when required

·         Photocopying and filing as requested

·         Carrying out billing and ensuring that it is up to date and accurate by the month end, including ensuring that ledgers are clear

·         Closing and sending files for archiving promptly

·         Ensuring all outgoing post is processed and ready for collection by 4.15pm each day

·         Carrying out general office duties, including filing, faxing, photocopying, emailing

·         Typing up audio dictation and collating any relevant attachments Clerking at court, when required

Skills and capabilities:

·         Communication – written and spoken, active listening

·         Ability to learn

·         Ability to work well with people from a variety of backgrounds

·         Computer Literacy

·         Ability to work as part of a team

·         Ability to manage workload

·         Ability to work on own initiative

Legal secretaries provide essential support to fee earners to ensure effective delivery of legal advice.

The job holder will provide secretarial support for a busy conveyancing and wills, trusts and probate team. They will ensure that the administration systems and processes operate in a timely and effective manner, adhering to all quality standards.

Howells aims to provide a holistic service and secretaries are encouraged to work together with fee earners and with employees in other departments to ensure the best quality service.

The job holder will be directly responsible to the fee earners in their team and the Head of Department in which they are working.

The legal secretaries’ main responsibilities are:

·         To maintain accurate and up to date paper and electronic records

·         To work with and on behalf of fee earners, managing client expectations

·         To handle communication including telephone calls, letters and emails with external and internal customers

·         To follow and comply with agreed processes and procedures

·         To carry out general office duties

·         To provide an effective internal/external postal service for the fee earners in the office

·         To provide support when needed to internal/external auditing processes

·         To carry out reception duties when required, including greeting clients, making appointments and any admin duties associated with reception

The legal secretaries’ main day to day tasks are:

·         Assisting the fee earners with the management of their caseload by dealing with file related queries either face to face or by telephone whilst managing client’s expectations

·         Ensuring that clients are dealt with efficiently and politely and that legal matters are raised to the fee earner responsible

·         Carrying out relevant conveyancing searches

·         Helping fee earners progress their files by chasing other parties as and when necessary

·         Obtaining client ID and placing on file when appropriate

·         Making appointments for clients where required

·         Passing messages and updates on cases to fee earners promptly

·         Drafting and responding to routine correspondence

·         Taking new client enquiries and passing the enquiry to the relevant fee earner

·         Seeing new clients in person to take details where appropriate/required by the team/department

·         Issuing court applications/documents and liaising with the courts and other third parties

·         Operating the diary system efficiently including making appointments

·         Making up new files

·         Maintaining files, keeping them tidy and in order , ensuring that all filing is up to date and dealt with promptly

·         Ensuring that physical files reflect electronic files

·         Chasing documents as and when required

·         Photocopying and filing as requested

·         Carrying out billing and ensuring that it is up to date and accurate by the month end, including ensuring that ledgers are clear

·         Closing and sending files for archiving promptly

·         Ensuring all outgoing post is processed and ready for collection by 4.15pm each day

·         Carrying out general office duties, including filing, faxing, photocopying, emailing

·         Typing up audio dictation and collating any relevant attachments Clerking at court, when required

Skills and capabilities:

·         Communication – written and spoken, active listening

·         Ability to learn

·         Ability to work well with people from a variety of backgrounds

·         Computer Literacy

·         Ability to work as part of a team

·         Ability to manage workload

·         Ability to work on own initiative

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