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Conveyancing Secretary/Assistant


Howells LLP
Company benefits: Flexible working hours, Life insurance, Pension scheme, Cycle to work scheme
Location: Rotherham
Job type: Permanent
Job sector: Private Practice
Experience: Non-qualified
Contact: Claire Bond
Sector: Residential Conveyancing
Category: Legal Secretary Jobs
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This post will involve both fee earning and secretarial duties/support within the Conveyancing Department. 

The job holder will provide efficient assistance to other fee earners in the team, whilst maintaining the highest standards of professional expertise and client care at all times.  They can expect to assist with a caseload of primarily residential conveyancing.  They will be expected to make every effort to obtain a speedy result for the client, to be accessible to their clients and to maintain regular and appropriate contact with them.  They will also be expected to deal effectively and considerately with people from different cultures and backgrounds.    

The job holder will also be expected to carry out administrative/ secretarial work in a timely and effective manner, adhering to all quality standards. 

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 job holder’s main responsibilities are:

Assisting other fee earners with their casework as follows:

·         Deal with correspondence and telephone queries

·         Deal with clients requiring advice on conveyancing in person, managing the client’s expectations

·         Maintain proper diary system

·         Produce documents and instructions

·         Submit interim and final bills on a regular basis

·         Produce own documents and carry out own admin

·         Travel to other Howells offices and other locations as required

·         Keep up to date with changes in the law and procedures

·         Deal quickly and efficiently with clients

·         Ensure that cases are conducted in accordance with Law Society guidelines

·         Maintain confidentiality

·         Meet chargeable time, as agreed with the Head of the Civil Department

·         Attend meetings and training sessions, where relevant to the job holder’s role

·         Check and action files for review

The job holder will be expected to carry out any other tasks as reasonably delegated to them by the Head of the Civil Department.

Carry out secretarial responsibilities as follows:  

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

·         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 deal with general client enquiries, including greeting clients, making appointments and any admin duties associated with this service

·         Carrying out relevant conveyancing searches

·         Helping other 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

·         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

·         Making up and opening 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

·         Covering reception duties as and when required

Skills and capabilities:

·         Communication – written and spoken, active listening

·         Problem Solving

·         Ability to manage workload

·         Ability to develop relationships

·         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

Accurate with good attention to detail

This post will involve both fee earning and secretarial duties/support within the Conveyancing Department. 

The job holder will provide efficient assistance to other fee earners in the team, whilst maintaining the highest standards of professional expertise and client care at all times.  They can expect to assist with a caseload of primarily residential conveyancing.  They will be expected to make every effort to obtain a speedy result for the client, to be accessible to their clients and to maintain regular and appropriate contact with them.  They will also be expected to deal effectively and considerately with people from different cultures and backgrounds.    

The job holder will also be expected to carry out administrative/ secretarial work in a timely and effective manner, adhering to all quality standards. 

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 job holder’s main responsibilities are:

Assisting other fee earners with their casework as follows:

·         Deal with correspondence and telephone queries

·         Deal with clients requiring advice on conveyancing in person, managing the client’s expectations

·         Maintain proper diary system

·         Produce documents and instructions

·         Submit interim and final bills on a regular basis

·         Produce own documents and carry out own admin

·         Travel to other Howells offices and other locations as required

·         Keep up to date with changes in the law and procedures

·         Deal quickly and efficiently with clients

·         Ensure that cases are conducted in accordance with Law Society guidelines

·         Maintain confidentiality

·         Meet chargeable time, as agreed with the Head of the Civil Department

·         Attend meetings and training sessions, where relevant to the job holder’s role

·         Check and action files for review

The job holder will be expected to carry out any other tasks as reasonably delegated to them by the Head of the Civil Department.

Carry out secretarial responsibilities as follows:  

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

·         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 deal with general client enquiries, including greeting clients, making appointments and any admin duties associated with this service

·         Carrying out relevant conveyancing searches

·         Helping other 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

·         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

·         Making up and opening 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

·         Covering reception duties as and when required

Skills and capabilities:

·         Communication – written and spoken, active listening

·         Problem Solving

·         Ability to manage workload

·         Ability to develop relationships

·         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

Accurate with good attention to detail

Apply

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