Type: Fixed Term Contract – until 23/12/2027
Fulltime or Part-time
Experience: Previous conveyancing experience preferred but not essential.
Salary: up to £23,500 FTE
Hours: 9.00am-5.00pm, Mon-Fri (5 days) or Wed-Fri (3 days). We will consider alternative working days.
Location: Woolton Office
This is initially Fixed Term Contract until end of December 2027 to cover maternity leave.
Opportunity
Maxwell Hodge has a supportive and open culture, with Team, Support, Guidance, Resilience and Learning at the heart of everything we do. We prioritise employee wellbeing and foster an environment where people feel valued, included, and happy. Our aim is to maintain a high performing workforce to provide clients with an excellent client experience to attract clientele, maintain loyalty, and ultimately to achieve business success.
As an Administrator, you will be the first point of contact for all new conveyancing matters, assisting the Property Team in all aspects of administration, providing an efficient, quality, and friendly service to both clients and colleagues.
The ideal candidate will have previous conveyancing experience (although this is not essential). But what is vital to succeed in the role is an energetic, enthusiastic, and proactive approach and we are therefore looking for someone who will take initiative and stay motivated, with a can-do attitude to win work and convert client enquiries to client instructions.
Responsibilities
- Take initial queries from prospective clients and prepare and send quotes using the precedents available.
- Maintain the database with all quotes provided and keep this updated (i.e. date quote accepted, Fee Earner acting, matter number etc.).
- When a quote is provided but not yet accepted, follow up with the client after 2-3 days to increase the likelihood of them instructing us.
- When quotes are accepted, open new files on the case management system and prepare initial client care documentation.
- Keep the case management system up to date with work/steps undertaken.
- Keep files organised by ensuring all post is scanned/saved to the matter and labelled accordingly, flagging items that require Fee Earner attention.
- Assist Fee Earners with document preparation, correspondence, phone calls, and case progression as and when required.
- Undertake ad-hoc tasks when required, such as Land Registry applications (post-completion).
- General administration duties such as scanning post onto the system and saving this to the correct matter.
Skills, Qualities & Knowledge
- Strong typing skills and proficiency in MS Office.
- Exceptional communication skills, including a good telephone manner.
- Active listening skills to follow-up with clients and clarify information they have provided to prepare accurate quotes and foster good engagement.
- Strong organisational skills with high attention.
- Good understanding of legal terminology, residential conveyancing procedures and document formatting.
- Good understanding of the company’s marketing and client care strategies and business plans to contribute to achieving company objectives.
- An empathetic and caring approach.
- Good teamwork and cooperation.
- Adaptability to respond positively to change.
- Resilience to overcome challenges and setbacks.
- An attitude for learning and continuous development to grow in the role.
- Willingness and skill to deal with routine queries independent of Fee Earners.
Salary, Holidays and Benefits
- The salary for this role is up to £23,500 FTE.
- Annual holiday entitlement in a full calendar year is 20 days (FTE). This is in addition to bank holidays and an extra 3 days to be used between Christmas and New Year.
- Paid sick leave, dependant’s leave, and birthday leave.
- Employer Supported Volunteering (2 working days each year).
- Health benefit with Medicash, which new starters can join after 6 months’ service.
- Staff discount on Wills & LPAs and Residential Conveyancing, eligible after 6 months.
- Staff wellbeing and social events.
- Different opportunities for reward and recognition throughout the year including a Bonus Policy, Employee Referral Programme, Employee Recognition, and a Client Care Quarterly Reward.
- Formal performance review process, including a probation review meeting at 2 months, 4 months, and 6 months.
- Annual salary and bonus review in June of each year.
Equality, Diversity, and Inclusion
We are committed to ensuring our working practices and job roles are inclusive to meet a wide variety of needs. Therefore, should you require any reasonable adjustments or have access requirements, please make us aware when applying for the position so that we can arrange a suitable interview. Successful candidates will be asked about reasonable adjustments for their employment at Maxwell Hodge when they are formally offered the position, so that we can ensure the role meets their requirements.
Pay: £23,500.00 per year
Benefits:
- Bereavement leave
- Company events
- Employee discount
- Enhanced maternity leave
- Enhanced paternity leave
- Financial planning services
- Health & wellbeing programme
- Paid volunteer time
- Private dental insurance
- Referral programme
- Sick pay
Work Location: In person
