We are seeking an experienced Legal Secretary to join our client’s busy residential property team. The successful candidate will provide high-quality secretarial and administrative support to fee earners, assist with the efficient progression of conveyancing matters and deliver excellent client service. This role offers exposure to a wide range of residential property work, opportunities for professional development and may offer hybrid working arrangements depending on team needs.
Key responsibilities
Provide comprehensive secretarial support to solicitors and conveyancers, including typing and formatting correspondence, legal documents, contracts and forms to firm standards and precedents.
Open and maintain electronic case files, ensuring accurate file naming, clear case notes, key milestone recording and adherence to document management procedures.
Manage incoming and outgoing post, email and telephone enquiries, responding where appropriate and directing complex or time-sensitive matters to fee earners promptly.
Schedule appointments, manage diaries and co‑ordinate meetings with clients, estate agents, surveyors, lenders and other third parties to support timely progression of matters.
Prepare and check standard documentation such as client engagement letters, id forms, SDLT return drafts, completion statements, transfer deeds and contract packs under the supervision of fee earners.
Assist with client identity checks and anti‑money laundering (AML) compliance by gathering required documentation, maintaining audit trails and ensuring files are audit-ready in line with firm policy.
Process routine financial transactions in client accounts as instructed, prepare disbursement requests and support billing and file closure activities following firm procedures.
Liaise proactively with clients and external contacts (estate agents, mortgage brokers, lenders, HM Land Registry) to obtain necessary documentation, chase outstanding information and keep clients informed of progress.
Prioritise workload effectively across multiple matters, ensuring deadlines are met and fee earners are kept informed of outstanding actions and timescales.
Contribute to team efficiency by suggesting improvements to templates, checklists and workflows, and support the introduction of conveyancing systems and technology.
Provide support and mentoring to junior administrative staff where required, sharing knowledge of procedures and assisting with training and induction activities.
Key skills and experience required
Previous experience as a legal secretary or legal assistant within a conveyancing or residential property team in a law firm or conveyancing practice.
Good understanding of residential property processes and common transaction stages (sales, purchases, remortgages, transfers of equity and leasehold matters).
Familiarity with AML and client identification requirements and experience maintaining audit-ready files and compliance documentation.
Highly organised with excellent attention to detail and the ability to manage competing priorities and deadlines across a varied caseload.
Excellent written and verbal communication skills, with a professional manner when liaising with clients, fee earners and third parties.
Proficient user of Microsoft Office, document management systems and case management software; willingness to learn new systems and adapt to process improvements.
Proactive and able to work both independently and as part of a team.
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