Legal Secretary

VennGroup; Bournemouth; On-site; GBP 22,000 - 30,000; Full time

Job summary

VennGroup in Bournemouth is seeking an organised and experienced Legal Secretary to provide comprehensive secretarial support to the Head of Residential Leasehold, ensuring efficient progression of leasehold matters and high client service.

You will manage diaries, prepare legal documents with digital dictation, onboard clients, and liaise with agents, lenders and solicitors, while maintaining filing systems and assisting with billing.

Qualifications

• Previous experience as a Legal Secretary, preferably within residential property or conveyancing.
• Excellent typing and document production skills.
• Strong organisational and time management abilities.
• Proficiency in Microsoft Office, including Word, Outlook and Excel.
• Excellent communication and client care skills.
• Ability to work accurately under pressure and manage competing priorities.

Responsibilities

• Provide secretarial and administrative support to the Head of Residential Leasehold.
• Prepare, format and amend legal documents, correspondence and reports using digital dictation and case management systems.
• Manage diaries, appointments, meetings and key deadlines.
• Open new client files and complete onboarding procedures, including AML and identity verification checks.
• Liaise professionally with clients, estate agents, freeholders, managing agents, mortgage lenders and other solicitors.
• Handle incoming telephone calls, emails and correspondence, taking messages and responding where appropriate.
• Maintain accurate electronic and paper filing systems.
• Provide administrative support across a range of leasehold property matters, including: Sales and purchases of leasehold properties, Lease extensions, Deeds of variation, Transfers of equity, Enfranchisement matters.
• Request and review management information packs and leasehold documentation.
• Prepare completion statements and assist with exchange and completion procedures.
• Update case management systems with transaction progress and key dates.
• Assist with billing, file closure and archiving.
• Ensure compliance with internal policies, regulatory requirements and data protection legislation.
• Provide reception and general office support when required.

Skills

Typing speed and accuracy

Microsoft Office

Organisational skills

Communication and client care

Time management

Attention to detail

Tools

Legal case management systems

Digital dictation software

Job description

Legal Secretary - Residential Leasehold

Location: Bournemouth
Department: Residential Leasehold
Job Type: Permanent

The Role

We are seeking an organised and experienced Legal Secretary to provide comprehensive secretarial and administrative support to the Head of Residential Leasehold. The successful candidate will play a key role in ensuring the efficient progression of leasehold property matters while maintaining a high standard of client service.

Key Responsibilities

• Provide secretarial and administrative support to the Head of Residential Leasehold.
• Prepare, format and amend legal documents, correspondence and reports using digital dictation and case management systems.
• Manage diaries, appointments, meetings and key deadlines.
• Open new client files and complete onboarding procedures, including AML and identity verification checks.
• Liaise professionally with clients, estate agents, freeholders, managing agents, mortgage lenders and other solicitors.
• Handle incoming telephone calls, emails and correspondence, taking messages and responding where appropriate.
• Maintain accurate electronic and paper filing systems.
• Provide administrative support across a range of leasehold property matters, including:
• Sales and purchases of leasehold properties.
• Lease extensions.
• Deeds of variation.
• Transfers of equity.
• Enfranchisement matters.
• Request and review management information packs and leasehold documentation.
• Prepare completion statements and assist with exchange and completion procedures.
• Update case management systems with transaction progress and key dates.
• Assist with billing, file closure and archiving.
• Ensure compliance with internal policies, regulatory requirements and data protection legislation.
• Provide reception and general office support when required.

Essential Requirements

• Previous experience as a Legal Secretary, preferably within residential property or conveyancing.
• Excellent typing and document production skills.
• Strong organisational and time management abilities.
• Proficiency in Microsoft Office, including Word, Outlook and Excel.
• Excellent communication and client care skills.
• Ability to work accurately under pressure and manage competing priorities.

Desirable Experience

• Experience using legal case management systems.
• Knowledge of leasehold property transactions and associated terminology.
• Familiarity with digital dictation software.

Skills and Competencies

• Excellent attention to detail.
• Professional and courteous manner.
• Strong interpersonal and communication skills.
• Ability to work independently and as part of a team.
• Discretion and confidentiality when handling sensitive information.
• Proactive, flexible and adaptable approach.
• Commitment to delivering excellent client service.

Working Relationships

The successful candidate will work closely with solicitors, conveyancers, legal executives, clients, estate agents, mortgage lenders, freeholders, managing agents and other legal professionals.