Conveyancing Assistant

  • Royds Withy King
  • Bath, UK
  • Mar 30, 2022
Conveyancing Assistant

Job Description

We are currently looking for a Conveyancing Assistant to join our team in Bath. The ideal candidate will be able to provide an efficient and effective administrative support to the conveyancing team in which you work, enabling the team to function effectively and achieve its objectives. 

Key Responsibilities

Personalised Client Service 
•    Manage an administrative workload under the guidance of fee earners
•    Provide administrative support to fee earners including file-opening, telephone management, document production (incl. audio-typing, managing voice recognition procedures and outsourcing providers), filing/ archiving, photocopying, email management, online portal management and dealing with post
•    Draft documents and bills, under supervision, using appropriate precedents and templates to accurately reflect fee earner instructions
•    Undertake basic legal processes, under supervision, such as assisting to process cases through portals, obtaining relevant documentation, arranging case meetings, arranging funding, liaising with the court, completing relevant forms and processing monies.
•    Manage the post-completion process.
•    Correspond with clients as required through telephone, email, letter and face to face
•    Providing excellent client service at all times and adhere to the firms Client Experience (CX) principles
•    Learn firm policies and business processes, ensuring compliance particularly with regards to confidentiality, security data protection and file retention and destruction requirements
•    Ensure adherence to all affiliations and standards connected to the department (Legal Aid, Land Registry etc.) 
•    Check to ensure all work complies with risk management policies and procedures, in particular concerning file opening processes and anti-money laundering. Audit files with the department to ensure files comply with risk management policies and procedures
•    Deal with new enquiries for the department 

Sustainable Growth
•    Provide administrative support for business development and marketing activities including booking facilities and refreshments, booking specialist, preparing presentation materials and associated marketing documentation
•    Update the CRM system to input data and manage the client information through the system including adding contact details, referrals and new clients. Act as a super user for the system
•    Support fee-earners by acting as a point of contact for 3rd parties (such as agents, referrers, experts and other solicitors), responding to enquiries and building a good rapport
•    Act as an ambassador for the firm at all times

Dynamic Culture
•    Build relationships with the team and clients based on trust 
•    Work closely with members of the team to ensure work is done to the best it can be 
•    Be open to and look for new ways of working 
•    Coordinate team activities such as meetings, training or social activities

Financial & Operational Excellence
•    Time record for all work where possible 
•    Make effective use of the relevant firm IT systems, working efficiently and streamlining processes where possible
•    Input into procedural changes, making suggestions for improvement and efficiencies. Take ownership of small projects where appropriate.

Person Specification

Knowledge & Skills 
Previous experience within a Legal Assistant or Administrative role -Desirable
Excellent organisation capability with the ability to effectively prioritise - Essential
Solid understanding of Microsoft Office suite and other relevant IT platforms - Essential
Strong written communication skills - Essential
Demonstrate a good understanding of client relationship management - Essential

Core Behaviours
Forward Thinking - Receptive to and looking for new ways of working with the ability to be flexible in approaching tasks and problems.    
Caring - Able to develop relationships based on trust. Pays attention to detail to ensure the best outcome for your team, your work and the Firm.     
Team Players - Open, inclusive and supportive of others and actively participates as a member of a team. 
Ambitious - Open with own/new ideas and a commitment to being the best you can be for clients and yourself.