NOTARIAL ASSISTANT - SECRETARIAT OF A LAW FIRM
An enthusiastic individual required for a permanent part-time position - job share (subject to a trial period) in a small sole practitioner’s law firm regulated by the the Court of Faculties Office in Kensington, London W8.
Most suited for an LPC or SQE student.
JOB DESCRIPTION
Duties and responsibilities:
Normal duties will include:
1. Manning reception (including mini-switchboard, central e-mail address and e- fax), dealing with clients’ enquiries in English and Polish by telephone, email, e-fax and in person, providing estimates of fees, running the centralised PC appointments diary and making appointments, greeting clients and making copies of ID and proof of address documents, witnessing clients’ signatures
2. informing clients of general requirements in relation to notarial services with regard to the form of notarial documents, collecting data from clients prior to appointments – necessary for preparation of notarial acts and certificates, checking the Englsih and Polish land registry registers, photocopying, scanning, e-mailing and faxing, arranging couriers, collecting and posting letters and parcels by DX and Post Office and performing general clerical and administrative work
3. drafting notarial acts and notarial certificates in English and Polish from the texts prepared by foreign lawyers/notaries
4. contacting universities, schools, colleges, courts and other organisations and law firms with enquiries relating to authenticity of documents
5. keeping the Notarial Register and Protocol written up to date and filing and archiving notarial documents online through Notary SAFE
6. managing the daily double entry book-keeping inclusive of registration of new clients and new matters, collecting fees and preparing and issuing receipts and VAT invoices, paying-in cheques and running regular credit control
7. keeping up-to-date with changes in the law, policies and regulations, including attending internal and, if need be, external training courses
8. generally caring of the reception area including making occasional hot and cold drinks for clients
Hours of work: 2.00pm – 5.00pm Monday to Friday. An option to work occasionally between 9.30 am and 12.30pm subject to an agreement with the other job sharer. Working from home is not an option due to the nature of notarial work.
28 days holidays inclusive of statutory bank holidays and Christmas/New Year period.
Skills required:
- Good command of written and spoken English and Polish and, if available, basic command of spoken Russian
- Basic knowledge of English and Polish law concepts and procedures
- Experience of dealing with individual and corporate clients
- Organisational skills – must be highly organised, methodical, accurate and have attention to detail with ability to manage a number of tasks concurrently so as to meet all objectives, priorities and deadlines in relation those tasks as well and must also be as effective in evaluating alternative courses of action or solutions in the light of client’s needs, objectives and priorities with minimum supervision
- Ability to show own initiative and be pro-active, self-motivated and enthusiastic as well as to work as part of a small team
- Knowledge of operating mini-switchboard on 3 telephone lines, voicemail system and pleasant telephone manner
- Computer literacy – Windows, Word, Excel and Outlook, electronic book-keeping, data input and typing skills
SALARY: £12,500 (15 hours per week) plus annual performance bonus.
August 2026
Job Type: Part-time
Pay: £12,500.00 per year
Expected hours: 15.0 per week
Benefits:
Education:
Experience:
- Legal Assistant/Secretary: 1 year (preferred)
Language:
Work authorisation:
- United Kingdom (required)
Work Location: In person
