Temporary for 12 months initially with possibility of permanent appointment afterwards. Department - Residential Conveyancing Location – Ellis-Fermor and Negus, 2 Devonshire Avenue, Beeston, Nottingham, NG9 1BS Hours – 35 hpw Monday and Friday - 9am – 5pm Salary – From circa £22,500 dependant on experience JOB DESCRIPTION Job Purpose To provide the fee earner(s) with all reasonable assistance to enable them to provide an efficient and professional service to our clients To provide a professional secretarial service for the Residential Conveyancing team To ensure high levels of customer care for clients and help to turn enquiries into paying cases by being proactive in relation to response times and providing high quality services to clients To uphold our values of Honesty, Respect and Teamwork, and work in accordance with the Solicitors Regulation Authority (SRA) Principles and Code of Conduct To contribute to our mission of establishing lifelong relationships with all our clients by anticipating and responding to their needs for quality legal services Main Duties 1 To build a professional and mutually supportive working relationship with the fee earner(s) 2 To effectively manage and support the fee earner with the management of their diary ensuring that their whereabouts are known, that clients are seen as soon as possible and that files are actioned in a timely and efficient way 3 To provide professional secretarial support to the Residential Conveyancing Department including: Typing letters, emails, reports and other documents Photocopying accompanying documents Sending emails in accordance with fee earner’s instructions Faxing and scanning documents Checking documents for accuracy and completeness Opening and Closing client files Progressing transactions Operating a range of computer packages including Office, Practice Management System (PMS), Case Management System etc 4 To deal with enquiries from new and existing clients and providing a high level of client care service, including: Seeing new clients who call in for appointments, taking initial details and arranging appointments Dealing with telephone enquiries / emails from new and existing clients, dealing with their needs and making appointments Dealing with telephone / email enquiries from other agencies 5 To provide cover in other teams including on Reception as required General Duties 1 To work in a flexible way to ensure that the workload is completed and to undertake any other jobs commensurate with the level of the post. 2 To establish, maintain and enhance team-working with colleagues and staff of Ellis-Fermor and Negus 3 To keep confidential all information about individuals and the business of Ellis-Fermor and Negus and work within the guidelines of the GDPR. 4 To abide by our Equality, Diversity and Inclusion, Health and Safety, Anti Money Laundering Policies and all other relevant policies ROLE SPECIFICATION CRITERIA Experience Significant experience providing a professional secretarial service within a residential conveyancing or legal services environment Experience of working in a busy and fast paced environment Experience of providing high levels of client care face to face and over the telephone Experience of undertaking digital dictation accurately and quickly Experience of working on a range of computer software packages Experience of handling confidential information appropriately Skills and Abilities Able to work quickly with a high degree of accuracy Excellent verbal and written communication skills Ability to handle interruptions professionally and maintain concentration Ability to work with professionalism and integrity Able to work effectively to deadlines Ability to multitask and manage and organise own workload and prioritise accordingly Ability to understand and work effectively with a diverse customer base Excellent IT skills and the ability to pick up new software packages with ease Other Understanding of Anti Money Laundering responsibilities, compliance and GDPR requirements Sympathetic to our ethos and heritage Line Management Responsibilities - None Line Manager – Head of Cluster