Commercial Property Secretary

Ritz Recruitment Ltd
United Kingdom
14 Apr 2018
21 May 2018
Contract Type
Full Time

Commercial Property Secretary
Manchester City Centre
Salary: £19,000 - £22,000 + 5% Bonus and excellent benefits
9am-5.30pm Mon - Fri

My client, a leading and well-respected Manchester law firm is seeking an experienced Commercial Property Secretary. Reporting directly to the Head of Commercial Property, you will provide secretarial support to him and to the team as directed. Working with the Team Co-ordinator to provide effective support services to the team. The ideal candidate should have experience of document production, lease agreements and well versed in dealing with property documents. You should be used to providing pro-active support and be a self-starter who uses their own initiative.

Key Responsibilities:

  • Type work as dictated or requested by the fee earner(s) using BigHand digital dictation system, Partner for Windows case manager system and Microsoft Word or other applications, as applicable
  • Create new clients, matters and contacts in the Partner for Windows database with full and accurate data, in line with the firm's file opening and entity creation procedures
  • Maintain the Partner for Windows database in line with the firm's procedures and the Data Protection Act, ensuring that all data is accurate and up to date always
  • Ensure that all typed work is accurate and proof-read before being handed to the fee earner
  • Prepare correspondence, documents (including track changing) and enclosures as applicable ready for signature and ensure all relevant enclosures are attached to the main document ready for posting
  • Ensure that signed correspondence is sent promptly to the Post Room
  • Assist in the personal organisation of fee earners using a computerised diary and task management system to ensure that no key dates, deadlines, tasks and appointments are missed by the fee earner
  • Communicate in a courteous and professional manner with clients, other contacts and internal staff on the telephone and by email, relaying messages and aiding where possible
  • Make appointments and book meeting rooms, refreshments, arrange travel and accommodation, etc as required
  • Prompt administration of files such as opening and closing, billing, recording undertakings, archiving, etc, as directed by the fee earner
  • Filing, both paper and electronic (to case manager system) and keeping same up to date
  • At all times comply with firm's internal procedures as set out in the Office Manual and the Clerical Guide
  • At all times comply with all relevant legislation and regulations as directed by the firm (eg client confidentiality, anti-money laundering, Solicitors' Regulation Authority and The Law Society rules, Solicitors' Accounts Rules, Data Protection Act, etc)
  • In all dealings with clients and others, internally and externally, behave professionally, helpfully and courteously at all times and ensure the positive representation of the firm
  • Work as part of a team when work is requested by any other fee earner within the and/or the Team Co-ordinator, thus ensuring that work is delivered in a timely manner
  • Deal with Land Registry applications and the Land Registry Portal Online
  • Deal with Property Searches on the Searchflow Website
  • Prepare SDLT forms on HM Revenue and Customs Website

Key Skills:

  • Previous experience within legal Commercial or Residential Property
  • Professional and helpful manner
  • Excellent organisational skills
  • Experience of a case manager system (preferably Partner for Windows or similar)
  • Experience of case management systems
  • Excellent knowledge of Microsoft Word
  • Audio typing qualification or experience
  • Smart appearance
  • Team player
  • Professional and helpful manner

Desirable Skills:

  • RSA or equivalent Word Processing qualification to Stage III
  • Experience or knowledge of databases
  • Experience of Excel
  • Experience of Powerpoint

In the first instance please apply by forwarding your CV, however, preference will be given to those who then follow up with a phone call.

Please contact Vicky at our Manchester office

Ritz recruitment - Employment Agency

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