Conveyancing Secretary/Assistant - New Milton

Hours of Work: 09.00 – 17.00 Monday to Friday

Nature of the role: To provide administrative and technical support in a busy conveyancing department.

Key responsibilities:

• Being the first point of contact for all clients in person and on the telephone;
• File opening and closing in accordance with the firm’s accounting and client care procedures;
• Scanning incoming post and documentation onto the firm’s electronic document storage system;
• Preparation of contracts and bundles of supporting documentation on sale matters;
• Requisitioning standard searches on purchase matters;
• Preparing general correspondence in letter and email format;
• Assisting the fee earner in preparing reports to clients;
• Keeping the firm’s electronic document storage system up to date in all matters;
• Preparing standard correspondence and supporting documentation at exchange of contracts;
• Dealing with all pre‑completion matters including preparation of financial statements;
• Administering completions and preparing applications for registration for submission to the Land Registry;
• Liaising with clients, other lawyers, estate agents, mortgage brokers etc. on a day‑to‑day basis to deal with straightforward non‑technical queries and to take clear messages as appropriate where the fee earner’s involvement may be required and recording in writing on files details of all contact;
• Providing prospective clients with quotes and converting them into work;
• Archiving all files for the conveyancing department;
• Managing fee earners diaries and booking conference rooms as required;
• Undertake any other duties that may be necessary and/or appropriate to the role.

Skills required:

• Efficient and accurate word processing;
• Excellent written and verbal communication skills;
• The ability to work independently;
• The ability to work under pressure and to cope with a varied and often fast‑moving office environment;
• To present a smart and professional appearance and manner;
• Excellent IT skills including Windows 10, Microsoft Office 365 (Word, Excel, Outlook);
• Excellent telephone manner and interpersonal skills;
• A helpful, friendly and patient approach;
• A good sense of humour;
• Dedicated and committed.