Commercial Property Assistant

My client, a well-established law firm, who provide Legal services across the West & North Yorkshire market are looking at appointing a Commercial Property Assistant to join their team.

This is an exciting opportunity for an ambitious Legal Assistant to develop their career with one of the leading law firms in North Yorkshire, with long term opportunities for progression. 

Key Responsibilities

• Preparing correspondence and documents through audio and copy typing, ensuring that such correspondence and documents are checked for errors before passing to Legal Advisor.
• To administer filing in correct date order and on a timely basis. This will include daily filing and the opening, closing, storage and retrieval of client files in accordance with the detailed procedures contained in the Office Procedures Manual and Departmental Guidelines.
• To prepare mail and enclosures for despatch, ensuring that all mail to be posted is given to the Legal Advisor with all relevant enclosures.
• To arrange for all copying to be done, in person if Administration staff are not available to undertake the task.
• To make appointments, arrange meetings, book meeting rooms and to maintain an up-to-date diary for the Legal Advisor.
• To provide support and guidance to other secretaries as required and at all times work as a team player.
• To attend clients both in person and on the telephone and to provide assistance in a professional and friendly manner in keeping with the firm’s standards for client care.
• To ensure that any telephone calls are answered promptly by answering colleagues’ telephones if they are not available and ensure that telephone messages are passed promptly and accurately to Legal Advisors.
• To undertake any specific training when required to do so and overall to have a responsibility towards self-development.
• To ensure the confidentiality of all the firm’s and client’s documentation and information.
• To be responsible for the opening of files on firm’s case management system (Proclaim) and their day to day maintenance in accordance with the department’s Risk Management procedures.
• To carry out copy typing of documents, amending and formatting complex documents e.g. leases and dealing with tracked changes and use of package precedent documents/documents.
• To comply with the firm’s procedures and standards for correspondence and documents (including typing, saving and printing) and to make the best use of facilities including Proclaim and Word to ensure maximum efficiency.
• To ensure compliance with Money Laundering regulations.
• To prepare invoices and complete accounts documentation as and when directed by the Legal Advisor.
• To prepare completion statements and assist with billing.
• To use Companies House Direct to carry out searches and property searches using agents.
• To use the Land Registry Portal for downloading official copies, copy documents and plans and relevant registrations and saving to matter number, and carrying out priority and Land Charges searches.
• Preparation and submission of SDLT forms online.

Person Specification

Qualifications     
      
Educated to GCSEs level – Essential
RSA Level 2 – typing (or equivalent) – Desirable

Knowledge    

Working knowledge of IT systems: MS Word and Outlook, digital dictation and CMS – Essential
Knowledge of Proclaim – Desirable

Skills, abilities and competencies 

Excellent client service skills, with a calm and supportive nature which is sympathetic to client needs – Essential
Ability to work to tight timescales and under pressure – Essential
Excellent communication and interpersonal skills, both face to face and over the phone – Essential
Ability to work with initiative and minimum supervision – Essential

Experience    

Experience in audio and copy typing – Essential
Experience and competence in obtaining accurate messages from clients over the phone – Essential

Personal attributes  

Integrity to handle sensitive and confidential information appropriately – Essential
‘Can Do’, flexible approach and team player – Essential
Demonstrate enthusiasm and commitment – Essential

They offer a competitive salary and benefits package – which includes 25 days holiday (plus bank holidays) per year, career progression opportunities, health cash plan, death in service scheme, birthday off work and generous staff discounts. 
 
They also provide a fully supportive background to your Continuous Professional Development within a friendly team environment.  

To apply for this Commercial Property Assistant role please send a copy of your CV to Adam Dell’Armi at a.dellarmi@clayton-legal.co.uk or alternatively give me a call on 01133 979929 to discuss further.

Clayton Legal recruits for law firms and In House departments across the UK. Based in the North West, our pedigree and service levels give those looking to move in the legal market and law firms looking to recruit a refreshingly different recruitment experience. You will work with experienced professionals, dedicated to your success. Take a look at our web site www.clayton-legal.co.uk for our latest blogs and legal news and to keep up to date with current vacancies.

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