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Legal Assistant

Andy File Associates Ltd
Closing date
5 Aug 2021

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Job Details

Andy File Associates Limited is working as a Recruitment Agency on behalf of our client with regards this permanent position.

Legal Assistant

Residential Conveyancing Property Team

Responsible to: Property Team Leader, Property Section Head, and thereafter the Partner in Charge

Main Purpose of the Job:

Work as part of a team providing legal services in respect of Conveyancing instructions received from Clients and intermediaries

Communicate with clients, agents, lenders, other parties Solicitors and mortgage brokers

Key Tasks and Duties:

Carry out the Conveyancing process in accordance with the agreed service standards

the primary interface with the client, Estate Agent and other parties to the transaction, liaising and updating as appropriate, both in person and on the phone, providing such support in a professional and friendly manner in keeping with the Firm's standards for client care

Use the Case Management System (CMS) to produce letters and documents without secretarial support

Responsible for own caseload, referring all legal aspects to the Team Leader / Section Head

Assist with the preparation of bills and completion statements

Ensure that all undertakings (other than standard ones as to deeds and in Replies to Requisitions) are referred to the Team Leader

Use the Case Management system (CMS) to action workflow entries on a daily basis

Ensure that high levels of customer service are maintained at all times

Ensure that the Team Leader is made aware of any cases where there is reason to believe that it may lead to a problem or complaint

Ensure that telephone calls are dealt with in a professional and friendly manner, that full electronic telephone notes are taken and that calls relating to any legal aspects, which the Legal Assistant is unable to resolve are referred to the Team Leader immediately

Regularly update clients as to progress of matters

Ensure that all matters are billed promptly at completion

Be familiar when required with the operation of all relevant IT facilities including Word, Excel, Oyezforms, the Case Management System (and any other IT applications used by the Firm)

Ensure the confidentiality and security of all Firm and client documentation and information

Provide guidance and assistance to the Team's Administration Assistant when required to do so

Undertake any specific training when required to do so and overall to have a responsibility towards self-development in line with the Departmental / Section Business Plan

Through training and other means, to keep fully up to date with relevant legislation and practice, taking responsibility for own self-development, liaising with the Team Leader / Section Head

Adhere strictly to the Practice's Health & Safety policy and other requirements relating to care and use of equipment

In respect of Office Procedures / Personnel, to seek guidance and assistance from Team Leader / Team Manager or Practice Manager

Deputise for the Team Leader when / if appropriate (as directed by the Section Head) to fulfil the Team Leader's duties and responsibilities

Knowledge, Skills and Experience

Experience in Conveyancing or legal processing or some form of legal qualification or training, such as CILEX or be working towards this

Competent with the operation of relevant IT facilities including Word, Excel and Outlook

Previous experience of Legal Software desirable but training will be given on the use of the Practice's database and legal software

Personal Attributes

Presentable and reliable (smart/well groomed and on time)

Confident and assertive

Mature and receptive

Demonstrate a willingness to learn and develop in the role

Able to use word-process and be computer literate

Self motivated and results driven

Possess excellent numeracy and spelling skills

Responsible and flexible

Professional and positive attitude

Planning and Organisational Attributes

Demonstrate organisational and time management skills

Able to demonstrate proactivity and attention to detail

Makes a positive contribution to setting their own objectives

Organised and able to prioritise their work

Able to assist in the planning ahead for predictable peaks or holidays, etc.

Communication Attributes

Polite, diplomatic, friendly and patient

Demonstrate a natural empathy/affinity with clients and Estate Agents and to have a good telephone manner, with a clear diction

Good report writing and written communication skills

Communicate effectively with people from diverse backgrounds

Deals promptly and sensitively with difficult situations and people

Responds to constructive feedback from Team Leader /Section Head or team members and takes action to address any behaviour causing a problem

Demonstrate the ability to ask for assistance, support and guidance when necessary

Demonstrate a willingness to help and assist all members of the teams

Problem Solving and Creativity

Checks quality of work to avoid unnecessary mistakes

Examines cause of problems and suggest solutions on how they can be solved

Suggests improvements to standards and working practices

Accepts and implements changes to new ideas and working practices

Demonstrate an ability to cope with changing levels of workloads
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