Legal Secretary (Commercial Property)

An exciting opportunity has arisen for a Legal Secretary to join the Commercial Property Department in the St Albans Office of this highly regarded Commercial Law Firm which prides itself on its professional ethos and collegiate and flexible working environment.  

If you are keen to join a professional services firm where you can learn, grow, and develop, this is a fantastic opportunity to learn from professionals within a supportive team. Training and development opportunities will be provided where necessary.

This job description is not exhaustive, and the job holder may be required to undertake additional duties from time to time to ensure the smooth running of the practice

Salary Dependent on experience

Benefits: Health insurance, 22 days holiday + BH (increasing to 25 days +BH) discretionary perks, statutory pension, Death in Service x 4

Hours: 37.5 per week (9:00-17:30 Monday to Friday) on a Permanent, full-time contract

Key Role & Responsibilities:

• Copy and audio typing various documents – mainly in Word, iManage, iManage Share, Outlook, PDF Docs, Acrobat, Indigo, DocuSign and Excel
• Proof reading and amending documents
• Transcribing and formatting documents
• Converting documents from PDF to Word and reformatting and proofing and creating house-style as required
• Picking up dictation from Bighand
• Telephone and email communication with clients and ensuring messages are passed on promptly and accurately
• Organising printing
• Scanning and photocopying
• AML – mainly in Legl

• Land registry applications
  • drafting forms e.g., AP1, TR1s
  • replying to requisitions
  • uploading documents

• Post completion formalities
  • drafting notice of transfer/charge, deed of covenant

• Land registry services
  • Requesting office copies
  • Submitting official searches
  • Map searches
  • Requesting updates and expediting applications

• Lease and deed summaries
• Scheduling deeds
• Phoning lenders to request documents or updates
• Requesting planning documentation from local authority website
• Drafting letters to clients, HMRC, HMLR and solicitors.
• Opening files
  • Client ID & matter forms
  • Completing smartsearches

• Compiling sales packs
  • Creating folder on iManage share/dropbox
  • Indexing sales packs
• Preparing basic replies to CPSEs
• Drafting basic reports on title
• Closing files
  • Completing file closure form
  • printing financial report
  • requesting WIP/balances written off

• Using a variety of electronic tools such as e-chits – checking incoming payments and preparing all documents, ready for monies to be claimed and e-chit
• Preparing Invoices, BACS/TT payments, checking ledgers and verifying bank details
• Credit Control- sending overdue reminders to clients
• Arranging file and deed retrieval from storage
• Additional ad hoc support/ cover as/ when required by other fee earners or departments
• Reception cover as required
• Organising diaries/calendars, arranging meetings internally and externally and on Teams or Zoom

Key Skills:

• Communication
• Excellent attention to detail and organisational skills
• Ability to prioritise workload and produce accurate work to tight deadlines
• Competent user of Outlook, Word, PDF Docs and Excel
• Teamwork
• Being adaptable and flexible
• Having competent knowledge about legal practice
• Excellent interpersonal abilities including a good telephone manner and face to face communication skills with colleagues and clients
• Good grammar and spelling a must
• A proactive and enthusiastic approach