Residential Property Legal Secretary

  • Job Reference: BH-36668
  • Date Posted: 3 May 2024
  • Recruiter: Law Staff Limited
  • Location: St Albans
  • Remote Working: Some remote working possible
  • Salary: £28,000 to £31,000
  • Sector: Conveyancing
  • Personnel Type: Legal Secretary

Job Description

Our client is seeking a dedicated Conveyancing Legal Secretary to join the long-standing members of staff within the Residential Property Department, providing administrative support to the Firms Fee Earners and progressing client files under the direction of the Conveyancer.

The Firm:
Our client is a distinguished law firm, ranked in the Top 500 and holding numerous prestigious accreditations in recognition of their exceptional legal advice. With a rich history spanning two centuries, they have cultivated a strong and respected presence as a premier law firm in the Hertfordshire and London regions. Committed to progress, they are continually evolving and have a dedicated team of over 100 professionals.

What will be expected from you?

Client Service:
  • Drafting letters and preparing reports
  • To always provide a courteous and efficient service
  • To ensure that work sent to clients and related parties is correctly prepared
  • To ensure compliance in accordance with code of practice in the Solicitors Code of Conduct and Solicitors Accounts Rules
  • To ensure complaints are reported to Senior members of staff

Matters Administration:
  • Maintaining control of the Conveyancer’s caseload to ensure that standards of matter conduct, file management, administration, and accounting are maintained at all times. 
  • To be fully conversant with the firm’s computer systems and follow IT instructions directly and through procedures tabs. 
  • To work in a tidy organised manner by reducing unseemly clutter and ensure files are relocated in the cabinets provided. 
  • Assist Conveyancer/s to bill all matters promptly and accurately; to maintain a justifiable and accurate level of work-in-progress; to pay and collect disbursements in accordance with professional and internal practice; to properly account for all client monies and effect transfers from client to office account when appropriate. 

  • Assist Conveyancer/s with their sale, purchase and remortgage matters; to include: 
  • Ordering documents from the HM Land Registry and requesting title papers from lenders
  • Preparing sale contract papers
  • Ordering searches
  • Requesting funds from clients and their lenders 
  • Assisting in the completion of matters 
  • Completing Stamp Duty Land Tax Returns and Land Registry applications
  • Scheduling of Deeds 
  • Answer the telephone or meet clients who call into the office without an appointment on behalf of the Conveyancer, answering queries and taking messages where appropriate and making appropriate file notes 
  • Providing updates to and responding to enquiries from clients and agents, brokers, lenders and other parties’ representatives. 
  • Opening and closing client files in accordance with standard procedures including performing on-line money laundering checks 
  • Maintain Conveyancer’s diary and make appointments 
  • Organise internal and external meetings including meeting room bookings and if appropriate organising refreshments. 
  • Manage outgoing post and emails as required. 
  • Maintaining internal and client files to ensure they are up-to-date at all times. 
  • Collate work received from the outsourcing company including arranging necessary enclosures so that it is ready to send out 
  • Liaison with the Accounts Department as appropriate to ensure timely and accurate accounts administration, including receiving cheques, entering on file and passing to accounts 
  • Input onto case management/PMS client and potential client contact details 
  • Undertake administrative duties such as photocopying 
  • Administration associated with the archiving of files 
  • Create and maintain a tidy and well organised office environment. 
  • Work as part of a team, assisting with secretarial and telephone cover as required. 
The successful candidate can expect a competitive salary and a range of benefits, including flexible working and a generous holiday allowance. You will also have access to our state-of-the-art offices and the chance to work with a friendly and supportive team. 

Vacancy Reference Number: 36668

In accordance with The Conduct of Agencies and Businesses Regulations Act of 2003 - https://ukdsi/2003/0110483138