Property Secretary

5 months ago

Sheffield, United Kingdom Simpson Judge Ltd Full time

**LOCATION**: Sheffield / Hybrid
**SALARY**: £23k +

**Purpose of Role**
Working as part of the Property Department, the primary role is to provide administrative and secretarial support, at a high level.

**Key responsibilities - within your group**

2.2 Acquire sufficient knowledge of the typical aspects of the areas of work to be able to carry out routine tasks with minimal instruction e.g. generate correspondence and draft documents on request using standard forms and letters.
2.3 To perform other secretarial and administrative duties as may be required from time to time but not specifically referred to above.
2.4 To maintain clear and precise communications with other members of staff and to treat them with politeness and consideration at all times.
2.5 To deal with enquiries from telephone callers and clients effectively and efficiently and to ensure that all telephone messages requiring answers are responded to by you or communicated to the correct person for response in a timely fashion, as appropriate.
2.6 To ensure all stock, equipment and machinery is used and maintained in a safe and secure manner and in accordance with the firm's Office Manual and to report any faults immediately to a secretarial coordinator.
2.8 To ensure that client, matter, financial and time input documents are completed in accordance with the Office Manual and submitted to Accounts Department.
2.9 To maintain files in a neat and orderly state and in compliance with Lexcel guidance.
2.10 To maintain time recording on all client matters and to arrange for the chargeable time so recorded to be put into the firm's computerised time recording system on a daily basis.
2.11 Generally to promote the firm and represent it to the outside world positively and enthusiastically and to comply in all respects with the Office Manual and with the proper directions of the partners and others to whom you are responsible.
2.12 To comply with the firm's complaints procedure as set out in the Office Manual.
2.13 Where capacity allows, provide overflow assistance, principally via the Big Hand dictation system.

**Attributes**

3.1 Proficient IT skills - particularly Word, Excel.
3.2 Excellent communication skills, oral and written, such that information is imparted efficiently and effectively at all levels internally and externally.
3.3 Competent secretarial and office practice skills including precision, accuracy and attention to detail.
3.4 Competent numeric skills including a basic understanding of accounts.
3.5 Able to use own initiative and take responsibility for a task to ensure that work is completed to a high standard, in a timely (to include developing and introducing efficiencies and more effective ways of working).
3.6 Highly organised, able to prioritise, anticipate, plan ahead and problem solve.
3.7 Adaptable, willing and capable of working flexibly and as part of a team.

**Experience**

4.1 Minimum of 3 Years Legal experience
4.2 Minimum typing speed of 65 WPM
4.2 Conveyancing experience would be beneficial

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