Conveyancing Legal Assistant

Regional Norfolk firm is looking to recruit a Conveyancing Assistant to join their property team.

Hours and days of work 9am to 5pm Monday to Friday with an hour for lunch which is unpaid

Holiday entitlement 25 days per annum

Objective of role:

To provide the services of a Conveyancing Assistant to the Property Team assisting in all transactions to exchange of contract and completion.  Dealing with post contract and completion enquiries.

Person specification - Skills, knowledge and experience required " An understanding of the commercial property process is essential.

" Previous experience of working in a similar role is essential.

" Ability to communicate clearly and effectively both verbal and written.

" A positive and helpful attitude.

" Use initiative within limits of knowledge and authority.

" A flexible approach to work and willingness to help others

" Ability to take responsibility for own work

" Be courteous and professional in all work matters, acting with integrity and recognise the need for complete confidentiality. 

" Remains calm under pressure.

" A positive and enthusiastic approach to IT systems and as a minimum has a good working knowledge of Microsoft Outlook and Word.

" Experience of using the Proclaim Case Management system would be beneficial, but training will be provided.

" Dress appropriately for work in a professional service environment giving the right image to clients, professional intermediaries and third parties.

" Full clean driving licence would be beneficial.

Key Tasks  -  main purpose of the job

Client care

Assisting in all transactions from the initial client instructions to exchange of contract and completion.  Dealing with post contract and completion enquires.

Client service is about how you develop and sustain strong client relationships with internal and/or external clients, and oral and written communications with colleagues, clients and other third parties. 

" Comply with all aspects of the firm's core value of strong client relationships.

" Adhere to Client Service standards 

" Manage incoming correspondence, emails, telephone and filing.

" Answer phone calls in line with the firm's policy. 

" As appropriate meet clients when they come into the office, for example to collect or leave documents for the fee earners.

" Take responsibility for alerting the appropriate person regarding any feedback received from a client. 

" Anticipate and consider client needs.

" Consider situations and use the appropriate form of communication, for example emails, letters telephone calls or face to face 

conversations. 

" Use plain English in all communications and ensure information is presented in a clear, logical and structured way.

" When appropriate, make file notes of telephone calls or meetings. 

" Undertake any other relevant duties or projects delegated by the line manager, head of department or the firm's management which are line with the responsibilities of the post.

" Draft letters and emails.

" Investigate problems to produce a satisfactory solution for the client commensurate with your level of responsibility.

" Make recommendations for improvement of client experience and processes.

Personal development

Business, team and practice knowledge is about your knowledge of this business and your team's practice area and complying with business processes within the firm:

" Understand and follow the legal processes involved in your team's 

area of law. 

" Understand and comply with all internal office procedures Complete and submit any relevant standard searches.

" Complete and file any relevant official forms.

" Assist fee earners to ensure matters are regularly billed and paid on time. 

" Prepare bill narratives/breakdowns as necessary. 

" Compile legal documents if appropriate and ensure that they are professionally presented and fit for purpose.

" Comply with the firm's Anti Money Laundering procedures. 

" Comply with the firm's Records Management procedures. 

" Read firm communications and support new initiatives. 

" Make yourself familiar with and comply in all respects with any new policies. 

" Attend all staff training courses and internal office meetings, as and when required;

Planning and organising is about taking responsibility for your workload appropriately in a timely and accurate manner. 

" Commence work punctually each day. 

" Take responsibility for your work and speak to relevant people about actual and pending workload if problems arise. 

" Effectively liaise with other support functions when appropriate, for example requesting files from storage, safe custody and arranging couriers with reception. 

" Plan and prioritise work through the day using the 'task list' within the firm's case management system. 

" Request work when capacity allows. 

" Assist with meeting bookings including all ancillary arrangements as directed. 

Team workings are about actively supporting and helping others working effectively with the firm's support services and treat all your work colleagues with respect. 

" Actively help others and seek assistance when required. Understand your own role and responsibilities and recognise those of others. 

" Be proactive and think ahead of fee earners' needs to free them up from administration tasks. 

" Share your knowledge and skills with less experienced colleagues including new joiners. 

" Help colleagues in your team to manage workloads and meet deadlines. 

" Cover the planned and unplanned absences of other assistants in your team. 

" Be flexible and willing to go the extra mile when necessary to ensure work is completed on time. 

" Commence work punctually each day and have good time keeping

" Attend team meetings. 

" Actively supporting team business development and marketing initiatives. 

" Actively listen and ask questions for clarity. 

" Be courteous and professional to others. 

" Obtain the necessary information to deal with enquiries, requests, instructions etc. 

" Carry out an active role during planned and unplanned fire drills and any emergency situations involving the whole office. 

" Identify, give and receive appropriate information during telephone conversations. 

" Obtain the necessary information to deal with enquiries, requests

" Comply with the firm's internal procedures for leave/holiday and sickness/absence. 

" Work in a calm and professional manner. 

IT and typing skills are about how you use the firm's systems and equipment in the performance of your role.

" Accurately produce documents, letters, memos, attendance notes and emails. 

" Keep computerised documents up to date with any document movements. 

" Proof read all typed communications to ensure they are properly presented and that spelling and grammar have been checked. 

Comply with house style. 

" Amend marked up documents. 

Ensure contact details of all existing clients, potential clients, 

meetings and marketing activities are accurately recorded and maintained on the firm's database systems. 

Be competent in each of the firm's systems including:

" Proclaim case management and workflow. 

" Proclaim accounts system

" Inscribe digital dictation system

" Telephone system

" Copying and scanning system

" Time recording system (where appropriate)

" Outlook 

" Any bespoke packages as required

" Trouble shoots equipment when required. 

" Ask for constructive feedback about your performance, consider issues identified and take steps to improve your performance. 

" Identify the training and development you need to do your job more effectively and to further develop you personally, and raise 

these during your annual performance review or at other times upon request. 

" Keep a record of your progress and achievement in meeting the responsibilities of the role profile in line with your Personal Development Plan.  

" Take responsibility for your own development and follow up proposals for your training and development where appropriate. 

LEX Recruitment is East Anglia's established legal recruiter placing lawyers at all levels to all sectors.  

PLEASE NOTE:  The advertised salary is a guide only, it will be completely dependant on your background and experience.

Please forward your application to Alison Thorne at LEX Recruitment or please do make contact by phone or email with any enquiries. Please also check the LEX Recruitment jobs page for any other opportunities.

LEX Recruitment is committed to equal opportunity and diversity. Suitable candidates with equivalent qualifications and more or less experience can apply.  In accordance with The Conduct of Employment Agencies and Employment Businesses (Amendment) Regulations, LEX Recruitment Ltd acts as an employment agency for the supply of permanent staff.