Job Description

Department - Commercial Property

Location - Ellis-Fermor and Negus, 2 Devonshire Avenue, Beeston, Nottingham, NG9 1BS

Hours - 35 hours per week - 9.00am - 5.00pm, Monday - Friday

Salary - From circa 22,500 depending on experience

JOB DESCRIPTION

Job Purpose

To provide the fee earner(s) with all reasonable assistance to enable them to provide an efficient
and professional service to our clientsTo provide a professional secretarial service for the Department To ensure high levels of customer care for clients To help to turn enquiries into cases by being proactive in relation to response times and providing
high quality services to clients


To uphold our values of Honesty, Respect and Teamwork, and work in accordance with the
Solicitors Regulation Authority (SRA) Principles and Code of Conduct


To contribute to our mission of establishing lifelong relationships with all our clients by
anticipating and responding to their needs for quality legal services

Main Duties

1 To build a professional and mutually supportive working relationship with the fee earner(s)


2 To effectively manage and support the fee earner(s) with the management of their diary ensuring


that their whereabouts are known, that clients are seen as soon as possible and that files are


actioned in a timely and efficient way


3 To provide professional secretarial support to the Commercial Property Department including:


Typing letters, emails, reports and other documents Photocopying accompanying documents Sending emails in accordance with fee earner's instructions Faxing and scanning documents Checking documents for accuracy and completeness Operating a range of computer packages including Office, Practice Management System
(PMS), Case Management System etc
4 To deal with enquiries from new and existing clients and providing a high level of client care service,


including:


Seeing new clients who call in for appointments, taking initial details and arranging
appointments
Dealing with telephone enquiries / emails from new and existing clients, dealing with
their needs and making appointments
Dealing with telephone / email enquiries from other agencies
5 To provide cover in other teams including on Reception as required

General Duties

1 To work in a flexible way to ensure that the workload is completed and to undertake any other


jobs commensurate with the level of the post.


2 To establish, maintain and enhance team-working with colleagues and staff of Ellis-Fermor and


Negus


3 To keep confidential all information about individuals and the business of Ellis-Fermor and Negus


and work within the guidelines of the GDPR.


4 To abide by our Equality, Diversity and Inclusion, Health and Safety, Anti Money Laundering


Policies and all other relevant policies

ROLE SPECIFICATION

CRITERIA

Skills and Abilities

Excellent IT skills and the ability to pick up new software packages


Able to work quickly with a high degree of accuracy


Exceptional client care skills over the telephone and in person


Excellent organisational and communication skills


Able to handle interruptions professionally and maintain concentration


Able to help to turn enquiries into paid for work through excellent response


times, high levels of client care etc


Able to manage own workload, work to deadlines and prioritise accordingly


Able to understand and work effectively with a diverse customer base

Experience

Previous experience of administrative or secretarial work ideally within a


property or legal services environment (desirable)


Experience of working on a range of computer software packages


Experience of handling confidential information appropriately


Experience of audio and copy typing (desirable)


Experience of working in a busy and fast paced environment

Other

Understanding of Anti Money Laundering responsibilities and GDPR


requirements


Satisfactory references and other pre-employment checks including credit


check, identity check, DBS etc


Sympathetic to our ethos and heritage

Line Management Responsibilities -

None

Line Manager -

Director / Fee earner