, where you'll play a key part in delivering exceptional client service and supporting a dynamic group of legal professionals in a collaborative, forward-thinking environment.
The Role
To process all client requests for copies of, or withdrawal from storage of, Deeds and Property packets including invoicing the clients for copies where appropriate.
To act as Gatekeeper for the Department for new Property enquiries, making initial appointments and sending initial letters, and, if appropriate, collecting money on account.
Assisting legal advisers with administrative tasks on their legal matters and chasing third parties to facilitate progress of the matter.
You will not have matters in your own name but wherever possible will be expected to time record and will have time targets. You will be expected to support the Department legal advisers in all offices, not just the local team.
What you will be doing:
1. Non-Matter Requests and Enquiries
Manage and process client requests for the retrieval or copying of deeds and property packets, including verifying requests, obtaining ID, retrieving and sending documents, and invoicing where appropriate.
Promote Property Department services to clients where relevant.
2. New Instructions
Handle new enquiries routed via the switchboard or the Enquiries Team.
Act as the Department Gatekeeper, allocating new enquiries to appropriate legal advisers.
Contact enquirers to establish needs, gather personal details and ID, and arrange appointments or further follow-up
Conduct conflict checks on all relevant names and liaise with legal advisers on any matches.
Provide simple cost estimates under the supervision of legal advisers.
Complete Opportunity or Matter forms and ensure accurate data is provided to the Database & Compliance Team.
Follow up on all Property enquiries where instruction is not received.
Prepare outset letters and documentation to all parties, including initial forms and questionnaires.
3. Matter-Related Tasks
Record time appropriately on chargeable activities and meet modest financial targets.
Assist legal advisers with a variety of administrative and client-focused tasks, such as:
Maintaining matter contacts and connections.
Supporting clients with InCase queries.
Obtaining Office Copies, Certificates, and other relevant documentation.
Conducting bankruptcy searches.
Communicating with clients and third parties (agents, valuers, solicitors, courts, etc.).
Checking bank details prior to payments.
Colouring plans and preparing documents.
Adding experts and counsel to registers and ensuring feedback is recorded.
Scheduling and lodging deeds packets and property documents.
Preparing file closure letters.
4. General Responsibilities
Identify and contribute to efficiency improvements within the Department.
Provide guidance and support to new paralegals and Legal Support Assistants.
Undertake training as required and take responsibility for self-development.
Ensure the confidentiality and security of all firm and client documentation and information.
Undertake any other reasonable duties as required to support business needs.
What you will need:
A flexible, proactive, and positive approach to work
Eagerness to learn and develop new skills
Strong teamwork and collaboration skills
Commitment to delivering excellent client service
Attention to detail and strong organisational skills
Clear written and verbal communication
Confidence using Microsoft Word and Outlook (Excel experience a plus)
Proven ability to carry out paralegal or administrative legal tasks
Good standard of education (A-Level or equivalent)
Understanding of data protection principles
How we work?
We embrace agile working and offer a blended approach to where and how we work.
We appreciate that people have different needs and preferences, and we're keen to be flexible, after all, we value what you do, not where you do it.
We have the following office hubs across the South East: Brighton, Chichester, Crawley, East Grinstead, Eastbourne, Lewes, Peacehaven, Seaford, Storrington, Southampton & Tunbridge Wells.
We encourage people from all backgrounds to apply to join our team. We seek to engage a diverse workforce, focusing on inclusivity and fair treatment for all.
We oppose all forms of discrimination and promote equality of opportunity in everything we do.
We can make reasonable adjustments for applicants and employees with a disability so please let us know about any specific needs and requirements you have.
About Mayo Wynne Baxter
Mayo Wynne Baxter has over 200 staff and Partners across our nine Sussex offices and have been providing advice to the people of Sussex and beyond for over 150 years. We are proud of our heritage and our strong reputation in Sussex, but we have clients based across the globe.
You will be joining a firm that prides itself on delivering exceptional service to our clients and to each other, in a friendly and supportive way. We employ talented individuals as qualified legal professionals, paralegals and within roles in our Legal Support teams, Marketing, HR and Finance.
It is exceptionally important to us that we have the best people in place to provide an outstanding service to our clients and, whether in a client-facing role or not, we recognise that everyone contributes to our business success.
We believe in trusting our people to make the right decisions for themselves, from when and where you work, to how you dress; we focus on outputs. We believe that we are stronger together and that our differences make us strong.
We are also B Corp certified.
Application Deadline
October 24, 2025
Employment Type
Permanent - Full Time
Location
Lewes
Workplace type
Hybrid
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