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Vacancy Details

Secretary – Conveyancing

Summary details

Job type:

Full Time

Experience:

Previous secretarial/administrative experience essential/conveyancing experience preferable

Salary:

Competitive – dependent upon qualifications and experience

Benefits:

35 hours per week, Monday to Friday, 9.30 am – 5.00 pm
23 days holiday per year (plus statutory bank holidays)
Pension
Free car parking

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Key Responsibilities/Key Areas:

  • To provide administrative support to the Head of Conveyancing.
  • To provide word processing support, transcribing documents from handwritten notes and digital dictation with the ability to work on lengthy complex documents and reports.
  • Maintenance of a busy diary and schedule appointments.
  • To carry out other general clerical and administrative duties, including answering telephone calls, photocopying, sending emails and faxes, scanning of documents, accurate message taking, sorting and distributing post.
  • To maintain manual and computerised records (Case Management System) including inputting data, keeping records, confidential and general filing systems as directed to ensure an effective record of client and financial information.
  • To assist in responding to routine correspondence and enquiries from clients, members of the public and contacts of The Byrne Practice.

General

  • To act as an ambassador for The Byrne Practice and present a professional image at all times.
  • To treat clients and colleagues fairly and with respect, value the diversity of others and work proactively to overcome communication barriers.
  • To adhere to safe working practices and to the health and safety policy and departmental procedures.
  • To be well informed about policy, procedure, organisational changes and other relevant information in order to provide up to date information to clients when needed. To ensure that such information is shared with colleagues.
  • To have a positive attitude to learning and development and proactively seek opportunities to develop professional competencies including IT skills.
  • To promote, communicate and support The Byrne Practice’s vision and values to all.
  • To follow and promote legislation and the Practice’s policies such as race and disability, equal opportunities, health and safety and data protection to provide a consistent and excellent service.
  • The post holder may also be requested to carry out other non-specific duties commensurate with the post.

Competencies

  • Good IT skills with a knowledge of a range of different computer packages e.g. Word, Excel, PowerPoint etc. and ideally have experience of working with a Case Management System.
  • Well organised with the ability to work to tight timescales and demonstrate attention to detail.
  • Ability to stay calm and composed in stressful and/or demanding situations and work under pressure to a deadline.
  • Good communication and interpersonal skills to effectively deal with a wide range of clients and members of staff.
  • Ability to work individually and as an effective member of a team.
  • An understanding of the need to deal with clients sensitively and to keep information confidential.
  • Ability to take on individual project work and demonstrate initiative.
  • Excellent numeracy and literacy skills.
  • To have a flexible approach to working hours and duties.
  • Previous experience in conveyancing is preferable.

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