Job details: |
My client, a mid-sized law firm based in the West End, is currently seeking a senior Legal Secretary to join the firm's Real Estate Department. The role currently supports one partner and 3 fee earners predominantly dealing with landlord and tenant matters, as well as some not for profit. You must have excellent organisation skills and be able to adapt to the fee earners methods of working as a number work from home from time to time. Candidates will need to demonstrate solid experience of providing legal secretarial support to a thriving Real Estate Department. The main responsibilities include: Secretarial Support: - On behalf of designated fee-earners, profile all sent client related emails and attachments into the document management system ensuring appropriate copies are placed on the paper file.
- Transcribe digital dictation promptly and accurately for designated fee-earners.
- Create and input all documents and correspondence as required and as directed. Liaison with WP department for the preparation of large documents.
- Provide telephone support to designated fee earners, dealing with enquiries and transaction updates wherever possible. Take and record accurately any messages and pass onto the appropriate person without delay.
- Provide general audio typing support within the department when so required.
- Deal with photocopying wherever possible and utilising the Reprographics Department when needed.
- Undertake calendar management on behalf of allocated fee-earners ensuring that timely reminders are made, tasks notified and client files for action are identified and made available to the fee-earner.
Case Management: - Open new client forms/new matters; send out standard correspondence to start transactions off e.g. request for title deeds, client care letter, etc.
- Implement all appropriate searches with relevant bodies at relevant stages of transaction.
- Liaise extensively with clients, Solicitors, external professionals, etc., dealing on behalf of the fee-earner with enquiries and transaction up-dates where possible.
- Schedule Title Deeds and forward to appropriate place, e.g. Deeds Strong Room, mortgages, client, etc.
- Liaise with Cashiers on behalf of designated fee-earner in respect of all accounting matters including transferring costs at the appropriate time.
- Identify matters to be billed and draft bill narratives; prepare bills using billing guides and time ledgers.
- Prepare statements of account; formulation of completion and financial statements.
- Effect completion of transactions; deal with post completion work, e.g. notice to landlords, Inland Revenue and HM Land Registry formalities etc.
File Management: - Ensure all correspondence and documentation is accurately and properly filed, to include opening, closing, storing and retrieving of client files in accordance with the detailed procedures contained in the office manual.
- Ensure all files are stored in cabinets daily.
- Monitor designated fee earners email accounts and profile all case related emails into i-Manage and copy to the paper file.
- Diary management - responsible for putting all dates in appropriate diaries, including the department central diary.
- Maintain an up-to-date client database for the department.
- Close and archive files, ensuring all balances are at zero and all relevant title deeds/legal documents have been indexed.
Miscellaneous: - Make appointments and arrange meetings for designated fee-earners ensuring rooms are booked and refreshment arrangements made.
- Attend to any travel arrangements required by designated fee-earners.
- Actively participate in the department’s lunchtime telephone rota.
- Ensure the confidentiality and security of the firm’s/clients’ documentation and/or information.
- Prepare PowerPoint Presentations as and when required.
Experience and skills: - Fast Word Processing and Audio Typing.
- Legal Secretarial experience working in a property/real estate department.
- Excellent IT skills and be highly competent in using such systems as Microsoft Office (including PowerPoint).
- Experience with Land Registry Direct, Searchflow, Land Registry Portals, Laser forms.
|
