Overall Purpose: To provide administrative and secretarial support to fee earners within the Probate, Wills and Trusts department.  Due to the nature of the role, there will be a need for this role to be carried out within the office.

Reporting to: Team Manager 

 

Main Duties: 

1. To ensure confidentiality and the security of all client details, files and correspondence.

2. To do all necessary audio and copy typing, filing, scanning and photocopying, drafting of letters and any other documents as directed by either the fee earners, line manager or head of department. 

3. To make and receive telephone calls, send and receive emails and have contact with clients and third parties as directed by the fee earners, line manager and or head of department. To deal with non-legal enquiries from Solicitors, Clients and third parties. 

4. To assist colleagues in the finalisation of Lasting Powers of Attorney, with support from the original fee earner and other Legal Assistant(s).
 
5. To be responsible for file opening ID checks, data entry and updating DPS as directed by the fee earners, line manager and or Head of Department. To be responsible for closing files to include the proper storage of documents, ensuring ledgers are clear and Certainty registration where applicable.

6.  To be responsible for the severance of properties as directed by any Fee Earner in the team.

7. To undertake general office administration tasks including those associated with client work such as billing, taking payments, organising files, preparing receipts for documents and keys etc. To attend home visits where feasible to act as a second witness to a Will. 

8. To assist with the training of any administration assistants or apprentices where required. 

9 Assist with sales and marketing activities such as enquiries tracking and seminar organisation.  

10. To provide relief reception cover, as required.

11. To engross documents ready for signing appointments for the fee earners. 

10. To undertake other duties which may from time to time be allocated by your line manager, Head of Department or other Fee Earners.

 

Job Features:

 Organising and prioritising their own workload to fit in with the needs of the department and workload from fee earners to ensure work is returned in a timely manner 

Supporting the team: to support members of the team including assisting them at busy times and providing cover for absence. 

Marketing: to be an active member of the Team, helping to generate and promote marketing initiatives, in co-operation with the Head of Department, Team Manager, Fee Earners and the Marketing Team.  

Internal / External Relationships: Internally: to help maintain sound and supportive business relationships with all departments  Externally: to ensure the highest level of client care, consistent with the Client Charter of the Firm , and consistent with its core values 

Problem Solving to participate in the development of improved operating practices consistent with the Firm’s practice of continuous improvement 

Safeguarding – Identifying and protecting vulnerable clients by notifying the Team Manager or Head of Department of any concerns.  

Compliance: To report to the Team Manager or Head of Department, in a timely manner, any issues that may arise with any client or matter, that may be a reportable issue with regards to the Firm’s insurers. To pass any complaints to the Head of Department as soon as a complaint is made.  To report data breaches immediately to the GDPO, HR and your line manager, and to do all within your power to recall the information where available. To complete GDPR report forms where required.