Brief overview of the role
Tilly Bailey & Irvine – The purpose of this role is to provide administrative and secretarial support to the Senior Conveyancing Executive. The Conveyancing Assistant is expected to use a high degree of self-management and initiative. A graduate degree is required to apply given the nature of the role.
Main duties and requirements
- Assist with incoming post, by finding the relating files and attaching post in readiness for the fee earner.
- Attend clients, both in person and on the telephone, and provide such support in a professional and friendly manner in-keeping with the Firm’s standards for client care.
- Assist in providing updates to Clients, Solicitors and Estate Agents.
- Update referrers, electronic spreadsheets and portals.
- Make appointments and arrange meetings as needed.
- Preparation of Stamp Duty Land Transaction returns.
- Completion of standard letters.
- Arrange for all copying to be done.
- Prepare mail and enclosures for dispatch.
- Ensure documents are saved in accordance with departmental procedures and files are kept up to date on a daily basis.
- Ensure client details are accurate and kept up to date on both electronic and paper files.
- Provide guidance to new and temporary staff when required to do so.
- Undertake any specific training when required by the Firm and to take responsibility for self-development.
- Ensure Client confidentiality of all the Firm’s and the Firm’s clients’ information and documentation.
- To contribute as a team member and provide sickness and other absence cover for other members of the team when required.
- To contribute as a team member in the continual review of efficiencies within the department.
Any other duties
This job description is not restrictive in any way and should be regarded only as a guideline to the duties required and may be amended in the light of changing circumstances following consultation with the post holder.
- 37.50 hours, Monday to Friday, hours to be confirmed
- Experience of working in a legal environment along with relevant departmental experience is desirable.
- Ability to organise and prioritise your workload to the required standard and within the required timescales.
- Ability to work effectively within a team as well as independently.
- Ability to work to strict deadlines as and when required; this may involve some flexibility in working hours and occasional overtime where deadlines need to be met.
- Proactive and able to use own initiative within guidelines as set by the Partners and fee earners.
- Self-motivation: energy; positivity; can-do attitude.
- Confidentiality and discretion.
- Proactive; willing to use initiative.
- Able to work well independently as well as part of a team.
- GCSE Maths & English A*-C/9-4 or equivalent
- A Level qualification
Possibility for a full time position at the end of the apprenticeship.
Training to be provided
- Level 3 Paralegal
- Functional Skills Maths & English, if required