Property Secretary

We are currently recruiting a legal secretary (commercial & residential property) for an award-winning family run law firm in Lichfield that needs a confident and experienced property secretary to work for a busy partner plus supporting the team.

We are keen to speak to conveyancing legal secretaries with experience working with both commercial and residential property.

Ideal candidates will be available immediately. Initially, you will be working from the office full time whilst you settle in however we are happy to consider a hybrid role working some of the week from the office and some remotely.

In addition to needing a strong understanding of all the relevant property forms, documents and procedures. All the normal legal PA requirements apply such as advanced IT (Word, Excel, PowerPoint, Outlook) and fast accurate touch typing. Experience with ALB matter management software would be an advantage.

The duties involved in the role will be audio transcription using digital technology principally for the assigned fee earner but also to provide resource in the wider pool. Copy typing, answering the telephone, dealing with the distribution of those calls and preparing file notes of calls from clients and giving out messages. Organisation of the computerised diary, preparation and receipt and sending of emails. Filing of incoming post, scanning as necessary, organisation of meetings and presentations (acting as a deputy role), file management and organisation. Taking and giving of messages, dealing with new client’s initial enquiries in the absence of the fee earner. Assisting other members during absence on leave to cover their work and responsibilities. The applicant should demonstrate a willingness to learn and must be organised, tidy and flexible in their working arrangements.

The duties will involve:-

 Administrative and secretarial support to fee earners on all aspects of residential and commercial conveyancing transactions to include :

 Setting up of new files, verification of client identity and risk assessments and preparation of terms of engagement

 Drafting of basic sale contracts, obtaining Land Registry official copies, submission of property searches

 Proficient document management skills specifically the use of Microsoft Word tracked changes and amendments to draft documents

 Pre and post completion tasks to include carrying out of priority searches, the preparation of completion statements, stamp duty land tax returns and Land Registry applications on the standard forms including form AP1.

 Production of emails, letters, forms and documents using digital dictation technology and the firm’s suite of software based on a client and matter database source. .

 Updating of client and matter databases

 Use of Outlook express, Excel and Microsoft Word applications

 Filing of incoming post, scanning of incoming documents where necessary and general file preparation and management.

 Arranging client interviews and managing client’s expectations by telephone contact with them and receiving and making telephone calls according to their requirements including taking messages and preparing file notes of those messages.

 Deputising for other resource staff during absence and as appropriate, receiving incoming telephone calls and distributing the same using the firm’s technology.

 Training junior staff and where appropriate supervising such junior staff in respect of the preparation of photocopies, documents, forms and other resources applicable to fee earners.

 Providing secretarial services to a pool of fee earners as time permits.

Key Skills

 Excellent organisational skills
 Excellent communication skills
 Excellent keyboard skills
 Well developed IT skills
 Ability to work to a timetable
 Ability to work under pressure
 Flexibility in approach to work and ability to prioritise work
 An eye for detail
 A willingness to promote the firm its ethos and values.

Applicants should email their CV to Nikki Evans via