Job Overview - Part Time:
We are seeking an organised, professional and confident Notary Public Assistant and Office Administrator to work directly with, and report to, a Notary Public. The position will be primarily based in Tooting, South West London.
This is a direct support role to the Notary Public rather than a general team support position. You will assist with the day to day administration of the notarial practice, manage client enquiries, coordinate appointments and help ensure that client matters are prepared and organised efficiently.
You will respond to prospective and existing clients by telephone and email, explain services and prices using approved scripts and a provided price list, follow up enquiries and convert suitable enquiries into confirmed appointments.
You will also welcome clients to the office, ask them to complete the required forms, collect identification documents using a straightforward checklist, maintain accurate physical and digital files, and provide general administrative assistance to the Notary Public.
The role may occasionally require travel between office locations, visits to Post Office branches, and assistance with local document collections and drop offs.
Duties:
- Work directly with, and provide day to day administrative support to, the Notary Public.
- Answer and manage incoming telephone calls in a professional manner.
- Respond to prospective and existing client enquiries by telephone, email and in person.
- Explain available services and prices using approved scripts and a provided price list.
- Follow up prospective clients and convert suitable enquiries into confirmed appointments.
- Book, amend and confirm client appointments.
- Maintain the Notary Public’s appointment schedule and ensure that relevant client information is available before each appointment.
- Meet and greet clients when they arrive at the office.
- Ask clients to complete the required forms and collect identification documents using the office checklist.
- Check that the requested forms and identification documents have been provided before passing the matter to the Notary Public.
- Create, organise and maintain physical and digital client files.
- Ensure that documents are filed accurately, kept in order and can be retrieved easily.
- Maintain accurate records of enquiries, appointments and client communications.
- Prepare routine correspondence and documents using approved templates.
- Carry out general administrative duties, including scanning, photocopying, printing, emailing and handling post.
- Keep the reception and office areas tidy, organised and adequately stocked.
- Travel between office locations when required.
- Attend Post Office branches and assist with local document collections or drop offs when required.
- Liaise with the office courier regarding document collection and delivery.
- Carry out other reasonable administrative tasks requested by the Notary Public in connection with the operation of the office.
Qualifications and Skills:
- Previous experience in office administration, reception, customer service or telephone enquiry handling is desirable, although training will be provided.
- Excellent spoken and written English, with the ability to communicate clearly and professionally by telephone, email and in person.
- A confident and professional telephone manner.
- Confidence in following up enquiries and encouraging prospective clients to confirm appointments.
- Ability to explain services and prices accurately using approved scripts, templates and a provided price list.
- Strong organisational skills, with the ability to manage appointments, enquiries, documents and administrative tasks efficiently.
- High attention to detail, particularly when checking forms, collecting identification documents and maintaining client files.
- Ability to follow instructions, checklists and established office procedures accurately.
- Good computer skills, including confidence using email, Microsoft Word, Excel and Outlook, or similar software.
- Accurate typing and data entry skills.
- Ability to maintain clear, organised and easily retrievable physical and digital filing systems.
- Ability to work independently and manage daily responsibilities while reporting directly to the Notary Public.
- A reliable, punctual and professional approach to work.
- Discretion and good judgement when handling confidential client information and identification documents.
- A polite, calm and helpful manner when dealing with clients from a wide range of backgrounds.
- Ability to manage competing priorities and remain organised during busy periods.
- Willingness and ability to travel between office locations, Post Office branches and local document collection or drop off points when required.
- Previous experience in a legal, notarial or professional services environment would be advantageous but is not essential.
No legal or notarial qualification is required. Training will be provided on the Notary Public’s services, pricing, procedures, client forms, identification requirements and office systems.
Pay: £20.00 per hour
Language:
Work authorisation:
- United Kingdom (required)
Work Location: In person
