Overall purpose:
- To learn the skills necessary to provide efficient clerical and administrative support to a designated lawyer or lawyers in the Residential Conveyancing department.
Main Duties:
Practical and Technical
- To undertake file opening and closing and demonstrate an awareness of the necessary steps involved
- To provide basic level administrative support to your lawyer(s) including audio typing straight forward documentation and addressing client queries
- To draft documents relevant to your department, as instructed, following the LLP’s quality systems and processes; maintaining accuracy whilst meeting deadlines imposed by the Court and / or the LLP’s Regulator
- To seek guidance from the department’s lawyers when it is appropriate to do so
- To refer any areas of non-compliance with internal policies and procedures to the Compliance Partner
- To respond appropriately to client concerns and complaints alerting the Complaints Partner where required to do so
Financial Acumen
- To manage billing procedures accurately and in a timely manner
- To assist with the management of clients’ finances to include updating spreadsheets, paying invoices both electronically and by cheque and attending to clients’ banking
- To understand the importance of conflict searches, the money laundering process and comply with the LLP's procedures
- To time record on behalf of the Lawyer for any compliance tasks which are chargeable
Client Focus
- To progress standard queries and correspondence to clients on behalf of your lawyers
- To ensure client contact details are kept up to date on DPS, including any specific requirements
- To communicate clearly and professionally with clients over the telephone
- To demonstrate sensitivity to vulnerable clients’ needs and tailor communication style appropriately
- To pass on messages accurately and in a time efficient manner
- To quickly and accurately address clients’ problems
- To keep confidential all client information and have a high level of knowledge of the LLP’s data protection policy and apply this during working day
Marketing
- To take opportunities to raise awareness of the services offered by the LLP via social media and personal contacts
People
- To keep all relevant parties informed of the progress of tasks
- To regularly monitor the digital dictation queue and offer assistance wherever possible
- To demonstrate a flexible and committed attitude, willing to work outside of the scope of your own job to meet the needs of the team when required
Administration
- To be fully conversant and proficient with the firm’s IT and database systems and to be confident and accurate in their correct usage
Personal:
- To be positive and helpful with colleagues, clients and professional contacts of the firm
- To establish good working relationships with colleagues and assist all departments and colleagues within the firm as requested
- To adhere to and familiarise yourself with the firm’s values and policies
- To provide a high level of personal and professional service at all times adopting a ‘can do, will do’ attitude and promoting a positive working environment.
Other Duties
- To undertake other reasonable duties and tasks which are part of, and incidental to, this type of work
Person Specification
Essential
1. Education and qualification
- Good general education
- (Desirable) Relevant professional qualification
2. Experience
- Administrative and office experience
- (Desirable) Knowledge of a solicitors office and legal business
3. Knowledge and skills
- Good IT knowledge and skills
- Proficient in Microsoft Excel
- Good communication skills
- Strong administrative skills
- Ability to work on own initiative
- Good client manner
- Good telephone manner
- Attention to detail and accurate
4. Personal qualities
- Able to work as part of a team
- Well organised
- Responsible and able to act with honesty and intergrity
- Prompt and able to meet deadlines
- Proactive
- Reliable
- Flexible attitude
- Able to adopt a sensitive approach to vulnerable clients' needs
- Keen to learn and develop
- Able to travel and work at other offices and attend properties
Benefits:
- Discretionary bonus scheme
- Company-wide bonus scheme
- Healthcare benefits
- Pension
- Life Cover
- 25 days holiday plus Bank Holidays
- Professional development support
- Time off for volunteering duties
- Staff discounts
- Social activities
- Free car parking
- Flu vouchers
- Study days and leave
- Refer a Friend scheme
- Occupational Sick Pay
- Free Fruit
- Sabbatical Scheme
- Enhanced Family Leave
Candidates must have the legal right to work in the UK.
Please refer to our website for more information about our Benefits & Rewards: https://blanchardsbailey.co.uk/careers/benefits-rewards
Job Types: Full-time, Permanent
Pay: £23,433.00 per year
Work Location: In person
