Overview:
Deliver a high level and consistent client experience and compliance support to the firm by dealing with file openings/closings for all firm matters and new enquiries for the property and private client teams.
Key responsibilities:
* Working as part of a team to ensure that all compliance quality standards and audit measures are implemented in line with the firm’s policies and procedures.
* Responsible for new and existing client on-boarding procedures and opening electronic (and physical where required) files to include:
o Obtaining and reviewing client identification and where appropriate explaining the ID process to clients
o Inputting client data onto practice management system and if applicable the probate or residential conveyancing case management system
o Producing client care letter and sending out Terms of Service
o Checking the system for existing wills/deeds and requesting any file retrieval (if needed)
o Completing Anti Money Laundering (AML) searches
o Undertaking UK sanctions regime checks
o Conflict checks
o Advising our legal teams of any issues arising from the file opening process
* Ensure all file openings are completed and delivered back to the relevant lawyer in line with agreed targets and timescales.
* Responsible for updating and maintaining the contact and client database
* Respond to internal and external queries promptly
* Interacting with clients over the telephone and face-to-face regarding document releases and general enquiries
* Taking new enquiries (whether this is by phone, in person, website or email) for all residential property and private client matters and completing new enquiry form.
* Closing electronic and physical files in accordance with firm procedures.
* Private Client Department Administration
* Provide such additional support when required for the wider practice support team as well as the business as a whole to ensure a high level of client experience is maintained.
Key Skills:
* Attention to detail
* Experience of inputting data and experience of working to tight timescales
* Excellent interpersonal skills and organisational skills
* Analytical thinking
* Time management
* A good communicator (both written and verbal) and have the confidence to discuss ID requirements with our clients, as well as with members of the firm
* Committed to providing excellent client service
* Proficient with IT
* Legal secretarial, administration or any other type of office based experience is essential
* Experience of working with a practice management system would be preferred
* Experience in law firm compliance requirements is desirable
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