Assistant - Residential Conveyancing Department

4 weeks ago

Cardiff, United Kingdom Harding Evans Solicitors Full time

Harding Evans are looking for an experienced Assistant to join their busy Residential Conveyancing Team in Cardiff.

The prime role of the Assistant is to provide support to the department to enable it to operate at optimum efficiency. This will include but will not be limited to the main responsibilities given below. The Assistant is expected to use a reasonable degree of self-management and initiative.

The role responsibilities are:

- First point of contact for clients/third parties, answering all calls/queries within 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
- Providing other administrative support within the team which may include preparing large parcels for dispatch 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
- File opening and closing

**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 correspondence

**Job Types**: Full-time, Permanent

**Benefits**:

- Additional leave
- Company pension
- Health & wellbeing programme
- Life insurance
- Referral programme
- Sick pay

Schedule:

- Monday to Friday

Work Location: In person

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