Conveyancing Assistant

Role Overview & Responsibilities

Our well established client is looking for Conveyancing Assistant to deal with the majority of completions and post completion procedures

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from the point of exchange of Contracts through to file closure from their Southampton Office.

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<b>Key Responsibilities:</b><br>

File Administration

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Deal with exchange letters through to Pre-completion preparation and coordinate completions.

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Submission of Stamp Duty Land Tax Returns and payment of Stamp Duty within the 14 day deadline.

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Submission of registrations with H M Land Registry within the Search Priority Period. Registrations to be carried out via the online registration service wherever possible.

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Deal with completed registrations and sending deeds to lenders or clients

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as required.

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Deal with post completion accounts and queries to clear balances before

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archiving.

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Archiving files.

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Filing should be undertaken as necessary.

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Assisting with the processing and allocation of post as required.

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When requested by Fee Earner, open files on the Practice Database and when necessary retrieve archived paper/electronic files.

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Undertake such work on the file as may be directed by the Fee Earner.

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Collect cheques, bank and mark files. When required, request cheques using appropriate forms.

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Archive both completed paper and electronic files on a regular basis.

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Typing

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Fast, accurate typing to be undertaken under supervision. All typing to be spell checked and proof read prior to passing to Fee Earner. Typing to be prioritising as required.

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Telephones / Client Contact

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To assist with client enquiries where possible and progress matter

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accordingly.

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Answer the telephone promptly in a professional manner, being polite and helpful at all times. Aim to assist calls of a general nature on your Fee Earner’s files.

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Ensure messages are recorded with clients name, telephone number, date and time and when possible, details of the query raised. Be realistic in call back options.

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Liaise with fee earner as to system regarding direct dial numbers on correspondence and process for taking calls from Reception.

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If appropriate type telephone message and place on file.

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Post

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Aim for all post to be despatched on day of typing. Make sure that Fee Earner has post to sign by 3:45 pm. Arrange for post to be franked and placed in the post bag or DX box.

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Compliance

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• To comply at all times with relevant Professional Obligations so far as they relate to your role as a Completions Assistant including those laid down from time to time by: -

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i) The Solicitors Regulation Authority

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ii) The Financial Conduct Authority

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• To comply at all times with the Solicitors’ Accounts Rules and if aware

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that your actions may have breached these Rules to notify the COFA to this

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effect without delay.

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• To be aware of your obligations under the SRA Codes of Conduct to

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seek to comply with those obligations and if aware that your actions may

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have breached the Codes to notify the COLP to this effect without delay.

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• To comply with the Firm’s Money Laundering Policy/Data Protection

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Policy so far as they relate to your role as a Completions Assistant.

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Other

Duties

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2023

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General office administration duties such as photocopying

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Whenever possible, provide cover for other team members.

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To undertake any other administration duties at the request of Fee Earners,

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Team Leader, Branch Manager or Business Head.

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To ensure compliance with the Firm’s Quality Standards.

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To be flexible to the remainder of the team

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To assist the team in all it duties