Official Specifications
Role Overview & Mandate
Executive Summary
Our well established client is looking for Conveyancing Assistant to deal with the majority of completions and post completion procedures ...
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Our well established client is looking for Conveyancing Assistant to deal with the majority of completions and post completion procedures
from the point of exchange of Contracts through to file closure from their Southampton Office.
Key Responsibilities:
File Administration
Deal with exchange letters through to Pre-completion preparation and coordinate completions.
Submission of Stamp Duty Land Tax Returns and payment of Stamp Duty within the 14 day deadline.
Submission of registrations with H M Land Registry within the Search Priority Period. Registrations to be carried out via the online registration service wherever possible.
Deal with completed registrations and sending deeds to lenders or clients
as required.
Deal with post completion accounts and queries to clear balances before
archiving.
Archiving files.
Filing should be undertaken as necessary.
Assisting with the processing and allocation of post as required.
When requested by Fee Earner, open files on the Practice Database and when necessary retrieve archived paper/electronic files.
Undertake such work on the file as may be directed by the Fee Earner.
Collect cheques, bank and mark files. When required, request cheques using appropriate forms.
Archive both completed paper and electronic files on a regular basis.
Typing
Fast, accurate typing to be undertaken under supervision. All typing to be spell checked and proof read prior to passing to Fee Earner. Typing to be prioritising as required.
Telephones / Client Contact
To assist with client enquiries where possible and progress matter
accordingly.
Answer the telephone promptly in a professional manner, being polite and helpful at all times. Aim to assist calls of a general nature on your Fee Earner’s files.
Ensure messages are recorded with clients name, telephone number, date and time and when possible, details of the query raised. Be realistic in call back options.
Liaise with fee earner as to system regarding direct dial numbers on correspondence and process for taking calls from Reception.
If appropriate type telephone message and place on file.
Post
Aim for all post to be despatched on day of typing. Make sure that Fee Earner has post to sign by 3:45 pm. Arrange for post to be franked and placed in the post bag or DX box.
Compliance
1. To comply at all times with relevant Professional Obligations so far as they relate to your role as a Completions Assistant including those laid down from time to time by: -
i) The Solicitors Regulation Authority
ii) The Financial Conduct Authority
2. To comply at all times with the Solicitors’ Accounts Rules and if aware
that your actions may have breached these Rules to notify the COFA to this
effect without delay.
3. To be aware of your obligations under the SRA Codes of Conduct to
seek to comply with those obligations and if aware that your actions may
have breached the Codes to notify the COLP to this effect without delay.
4. To comply with the Firm’s Money Laundering Policy/Data Protection
Policy so far as they relate to your role as a Completions Assistant.
Other Duties
2023
General office administration duties such as photocopying
Whenever possible, provide cover for other team members.
To undertake any other administration duties at the request of Fee Earners,
Team Leader, Branch Manager or Business Head.
To ensure compliance with the Firm’s Quality Standards.
To be flexible to the remainder of the team
To assist the team in all it duties
from the point of exchange of Contracts through to file closure from their Southampton Office.
Key Responsibilities:
File Administration
Deal with exchange letters through to Pre-completion preparation and coordinate completions.
Submission of Stamp Duty Land Tax Returns and payment of Stamp Duty within the 14 day deadline.
Submission of registrations with H M Land Registry within the Search Priority Period. Registrations to be carried out via the online registration service wherever possible.
Deal with completed registrations and sending deeds to lenders or clients
as required.
Deal with post completion accounts and queries to clear balances before
archiving.
Archiving files.
Filing should be undertaken as necessary.
Assisting with the processing and allocation of post as required.
When requested by Fee Earner, open files on the Practice Database and when necessary retrieve archived paper/electronic files.
Undertake such work on the file as may be directed by the Fee Earner.
Collect cheques, bank and mark files. When required, request cheques using appropriate forms.
Archive both completed paper and electronic files on a regular basis.
Typing
Fast, accurate typing to be undertaken under supervision. All typing to be spell checked and proof read prior to passing to Fee Earner. Typing to be prioritising as required.
Telephones / Client Contact
To assist with client enquiries where possible and progress matter
accordingly.
Answer the telephone promptly in a professional manner, being polite and helpful at all times. Aim to assist calls of a general nature on your Fee Earner’s files.
Ensure messages are recorded with clients name, telephone number, date and time and when possible, details of the query raised. Be realistic in call back options.
Liaise with fee earner as to system regarding direct dial numbers on correspondence and process for taking calls from Reception.
If appropriate type telephone message and place on file.
Post
Aim for all post to be despatched on day of typing. Make sure that Fee Earner has post to sign by 3:45 pm. Arrange for post to be franked and placed in the post bag or DX box.
Compliance
1. To comply at all times with relevant Professional Obligations so far as they relate to your role as a Completions Assistant including those laid down from time to time by: -
i) The Solicitors Regulation Authority
ii) The Financial Conduct Authority
2. To comply at all times with the Solicitors’ Accounts Rules and if aware
that your actions may have breached these Rules to notify the COFA to this
effect without delay.
3. To be aware of your obligations under the SRA Codes of Conduct to
seek to comply with those obligations and if aware that your actions may
have breached the Codes to notify the COLP to this effect without delay.
4. To comply with the Firm’s Money Laundering Policy/Data Protection
Policy so far as they relate to your role as a Completions Assistant.
Other Duties
2023
General office administration duties such as photocopying
Whenever possible, provide cover for other team members.
To undertake any other administration duties at the request of Fee Earners,
Team Leader, Branch Manager or Business Head.
To ensure compliance with the Firm’s Quality Standards.
To be flexible to the remainder of the team
To assist the team in all it duties
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