Secretary jobs in West Sussex

Job Title

Legal Secretary - Residential Property

Department

Residential Property / Conveyancing

Role Purpose

To provide comprehensive secretarial and administrative support to the Residential Property team, ensuring the efficient progression of residential conveyancing matters from instruction through to completion and post-completion. The successful candidate will assist fee earners with client communication, file management, document preparation, and general administrative duties.

Key Responsibilities

File Opening and Administration

• Open new client and matter files in accordance with firm procedures.
• Carry out client onboarding processes, including identity verification and compliance requirements.
• Prepare and issue client care letters and related documentation.
• Maintain accurate electronic and paper filing systems.
• Ensure client records and case management systems are updated promptly.

Conveyancing Support

• Assist fee earners with all stages of residential property transactions.
• Prepare standard correspondence and legal documentation.
• Liaise with clients, estate agents, mortgage lenders, solicitors, and other third parties.
• Monitor key dates and transaction milestones.
• Request and process searches, Land Registry documents, and supporting paperwork.

Completion and Post-Completion

• Assist with transaction completions, including preparation of completion statements and associated documentation.
• Support fee earners with completion day processes and client communications.
• Prepare and submit post-completion documents.
• Assist with Land Registry applications and Stamp Duty Land Tax submissions where required.
• Ensure files are progressed efficiently following completion.

Telephone and Client Contact

• Handle incoming and outgoing telephone calls professionally.
• Take accurate messages and ensure timely communication with clients and third parties.
• Provide updates to clients where appropriate and authorised.
• Maintain excellent client care standards at all times.

Secretarial Support

• Audio and copy typing of correspondence, legal documents, and attendance notes.
• Undertake digital dictation and transcription as required.
• Manage diaries, appointments, and meeting arrangements.
• Prepare documents, reports, and presentations as requested.
• Assist with scanning, photocopying, filing, and general office administration.

Person Specification

Essential Skills and Experience

• Previous experience as a Legal Secretary, preferably within Residential Property or Conveyancing.
• Excellent typing and administration skills.
• Experience of digital dictation and document production.
• Strong telephone manner and client service skills.
• Good organisational skills with the ability to manage multiple tasks and deadlines.
• High level of accuracy and attention to detail.
• Proficient in Microsoft Office applications and case management systems.
• Ability to work independently and as part of a team.

Desirable Skills and Experience

• Knowledge of residential conveyancing processes.
• Experience of Land Registry and SDLT procedures.
• Familiarity with legal practice management systems.
• Understanding of legal compliance and client onboarding requirements.

Personal Attributes

• Professional and courteous manner.
• Strong communication skills.
• Reliable and proactive approach.
• Ability to remain calm under pressure.
• Commitment to delivering excellent client care and support.

Pay: £28,500.00-£30,000.00 per year

Work Location: In person