Legal Secretary

Venn Group, Bristol; Hurn; On-site; GBP 24,000 - 28,000; Full time

Job summary

Unknown is seeking an organised Legal Secretary to provide comprehensive secretarial and administrative support to the Head of Residential Leasehold in Bournemouth. The role is permanent and full-time, focusing on progressing leasehold matters with high client service standards.

You will prepare and amend legal documents, manage diaries and deadlines, onboard new clients, and liaise with clients, agents, lenders and solicitors to ensure smooth transactions.

Qualifications

• Typing and document production skills.
• Excellent organisation and time management abilities.
• Strong communication and client care.
• Proficiency in Microsoft Word, Outlook and Excel.
• Ability to work accurately under pressure and manage priorities.

Responsibilities

• Provide secretarial and administrative support to the Head of Residential Leasehold.
• Prepare, format and amend legal documents and reports using dictation and case management systems.
• Manage diaries, appointments and key deadlines.
• Onboard new clients, perform AML and identity verification checks.
• Liaise with clients, agents, lenders and other solicitors.
• Handle calls and emails, taking messages and responding where appropriate.
• Maintain electronic and paper filing systems.
• Support across leasehold matters including sales, extensions, deeds of variation, transfers of equity and enfranchisement.
• Review packs and leasehold documentation, prepare completion statements and assist with exchanges.
• Update case management systems with progress and dates; assist with billing, archiving and compliance.

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.