Legal Secretary - Real Estate in City of Westminster

Note for Agencies: We are currently only accepting direct applications for this role. Please refrain from sending through applications via email to either the HR team or Partners at the firm as they will not be accepted as an introduction for the purpose of any fees. We operate a PSL for agencies that have agreed to our terms who will be invited to submit candidates at the appropriate time.

About Joelson: We are a partner-led, London-based law firm with the flexibility to cover a wide array of clients across industry sectors both domestically and internationally. We are committed to excellence and deliver a client-focused, tailored, and bespoke service to both anticipate and meet our clients' needs in assisting them to achieve their short, mid and long-term objectives.

Main Objective of the Role: To be a key member of Joelson's Commercial Property admin team providing support to 4 partners and 9 legal specialists. The team is currently supported with 2 secretaries and 1 paralegal. N.B. this role will primarily be covering administrative duties and would not be suitable for candidates that are seeking paralegal or training contract opportunities.

Key Responsibilities Include:

• File opening, billing, file closing and scheduling deeds
• KYC, AML checks and ID checks
• Maintaining matter updates on document management system
• Follow up with outstanding client enquiries and management of responses proactively
• Drafting ancillary documents and formatting and comparing letters
• Liaising with DocuSign Account management & signing matrixes and monitoring and filing emails
• Ensuring all paperwork is up to date on individual files and the firm's management system
• Companies House filings /general cover letters
• Deal accurately with e-filing of documents
• Operate the Firm's quality procedures and information security systems as specified in the current edition of the Compliance Manuals
• Ensure the confidentiality and security of all practice and client's documentation and/or information

Hours: 9.30am - 5.30pm Monday to Friday, with flexibility required outside those times on occasion. We are working in a hybrid working model with a minimum of 3 days within the office. The role will require attendance on Tuesday each week, and a regular rota on Monday or Fridays.

Ideal Candidate:

• An outgoing, enthusiastic and confident manner
• Excellent communication skills, both orally and in writing
• Strong organisation and administration skills, with the ability to prioritise workloads effectively
• The ability to see matters through with a good eye for detail
• A friendly and personable approach with colleagues and clients
• A proactive and growth mindset towards achieving goals
• Strong IT skills, including Microsoft Outlook, Word and Excel, and an ability to pick up new systems quickly.

Recruitment Process: Our recruitment process is designed to help us get to know you while giving you the opportunity to learn more about our firm and the role.

• Stage 1 - First Interview: You’ll meet the Head of HR and a Team Administrator. This interview focuses on your experience, skills, motivation for applying and gives you the chance to ask any questions about the role and our firm.
• Stage 2 - Final Interview & Written Test: If the first interview is successful, candidates will be invited to a second stage interview with a Senior Associate and a Partner, or two Partners. As part of this stage, you will also complete a written assessment designed to evaluate your written communication. Following the final stage, we’ll be in touch to let you know the outcome as soon as possible.

Environment, Social & Governance: Being a responsible business is at the core of what we do. We place value in creating a fair and equal working environment and ensuring that we operate ethically. Our B-Corp certification shows our dedication to these values! Which is why we place great emphasis on taking care of our employees, managing our social and environmental impact within our community through undertaking Pro Bono cases and by being a member of LawWorks. We have partnered with Ecologi and are now a climate positive workforce. Moreover, this year we are proud to be supporting City Harvest as our firm charity.

Our commitment to inclusion: At Joelson we actively encourage diversity and inclusion as an integral part of the cultural fabric of our firm. It is in our mission to provide equitable opportunities for all. As an inclusive employer, we welcome applications from under-represented identities to help improve our diverse thinking across all specialisms. As a part of this, you will receive a short survey upon submission of your application, so that we have data by which to measure our progress and continue to improve our diversity levels. Such diversity data will be anonymised to protect applicant privacy.