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Conveyancing Personal Assistant

  • Location:

    Cardiff, Wales

  • Sector:

    Legal

  • Job type:

    Permanent

  • Salary:

    Up to £21000 per annum

  • Contact:

    Jack

  • Contact email:

    [email protected]

  • Job ref:

    CAR/808747_1653049230

  • Published:

    about 1 month ago

  • Expiry date:

    1/07/2022

  • Startdate:

    19/05/22

Job Description

KEY RESPONSIBILITIES

· First point of contact for clients/third parties, answering all calls/queries within agreed service standards.

· Proactively liaise with clients/third parties by telephone and/or email to keep them regularly and proactively updated and progress the case within the timescales of any agreed service standards.

· Ordering and checking title documents.

· Booking appropriate completion dates and carrying out searches.

· To create contacts/clients in the Case Management system ensuring that all key data is captured and recorded onto the system

· Ensure relevant systems and files are updated on a regular basis including the case management system.

· To assist in developing and maintaining other departmental databases

· To create the new client file in accordance with departmental guidelines to ensure that all correspondence, evidence and other information retained on the file is easily accessible and that all checklists in use by the department are included in the file documentation

· To support relevant fee earners in the arrangements of appointments that may be necessary with external parties to progress the client's case

· To assist the department with file reviews which will include ensuring that file reviews are properly scheduled, that any non-compliance due dates are met and that all file reviews within the department are properly filed in the departmental central folder.

· Liaising with Departmental Head and organising departmental meetings and also assisting with panel applications and renewals

· Drafting new referral agreements for new sources of work

· File opening and closing

· Dealing with perfect portal and improving understanding and stats that can be obtained from the system

· Providing other administrative support within the team which may include preparing large parcels for despatch and preparing post for certain fee earners for signature at the end of the day

· To make calls out chasing information/documentation

· Provide secretarial/typing support when required

· Take phone messages when necessary

· Assist with any other administrative duties when required

PROFESSIONALLY BASED QUALIFICATIONS, SKILLS AND EXPERIENCE

Essential

  • Ability to operate well within a team
  • Strong interpersonal skills
  • Ability to type quickly and accurately with exceptional attention to detail.
  • To have excellent word-processing and audio typing skills with proven high standards of accuracy, quality

and timeliness

Desirable

  • The ability to develop and support staff and carry out staff training as appropriate
  • Experience of working with Case Management systems
  • An understanding of accounts ledgers and digital dictation systems

PERSONAL SKILLS AND QUALITIES

Essential

  • The ability to use own initiative and make basic decisions in relation to client matters.
  • Self motivated with the ability to meet tight deadlines.
  • Good mathematical skills
  • A sensible and professional approach to work.
  • The ability to work effectively under pressure.
  • Effective communication skills both verbally and in writing including the ability to draft replies to routine corrospondance
  • Strong organisational skills with the ability to prioritise and reallocate work accordingly

THIS JOB CAN BE DONE FROM EITHER THE CARDIFF OR NEWPORT OFFICE

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