Conveyancing Administrator

Hours of Work: 35 hours, Monday to Friday

Role Purpose

To diligently undertake a range of administrative tasks to support the team to deliver a professional and comprehensive conveyancing service, in accordance with internal procedures and best practice.

Key Areas of Responsibility

• To undertake file opening processes including data entry, sending out documentation and undertaking money laundering due diligence checks.
• To process incoming client care packs and all initial correspondence as required.
• To produce accurate file notes and pro‑actively follow up on any missing information including pro‑actively flag and notify fee earners of relevant factors including lifetime ISA, gifted deposits, equity release and any mortgagee in possession implications.
• To professionally and proficiently attend to clients (primarily by telephone) to provide post completion support as required.
• To diarise requisitions or queries raised by the Land Registry and ensure a response within the appropriate timescale.
• To undertake preparation and submission processes to facilitate registration of legal title at the Land Registry [including first registrations].
• To manage a diary system to ensure relevant Land Registry and bankruptcy searches are in place and valid at the point of submission of land registry applications.
• To liaise with the Land Registry, Mortgage Lenders and all other relevant parties post completion by telephone, in writing and in person as required.
• To undertake closure processes for completed files including ensuring that accounts balance and preparing files for closure and archiving.
• To maintain Lender Exchange and LMS Mortgage Portal including providing notifications and documentation to relevant team members.
• To work with the secretaries in the department and provide support [including during holiday periods] as required.
• To proactively contribute to the overall development, implementation and smooth running of internal administrative procedures including making suggestions as appropriate.
• To identify and undertake continual personal and professional development including contributing to the development of others as appropriate.
• To follow and adhere to all Department Working Instructions (DWI’s) and company policies to ensure compliance at all times.
• To undertake additional tasks which fall within the scope of the role as directed and reasonably required.

Who are we looking for

It is essential that you have at least 12 months’ experience in a similar role or within a conveyancing department together with a good working knowledge of Microsoft Office applications including Word and Outlook.

Abilities, skills and knowledge

• Good personal organisation including the ability to prioritise work and meet deadlines with a professional and pro‑active outlook.
• Ability to work methodically and accurately with an excellent attention to detail.
• Strong team working skills and ability to work on own initiative with a flexible, adaptable and solution based approach.
• Excellent communication and client care skills with dedication to delivering excellent standards of client care.

Desirable

• Previous experience in a domestic conveyancing team.
• Previous experience in a client facing role.
• Knowledge and experience of Case Management systems.

Benefits include 25 holidays + Bank holidays. An additional 3 days after 5 years’ service pro‑rata for part time Scottish Widows’ Pension, standard contribution initially and after 3 years employer contribution 6% Westfield Healthcare Discount on legal fees up to £750.