Secretary

Job Purpose

To provide comprehensive secretarial support to the Development Sale team and help meet client expectations in line with the department’s objectives.

The Team

The Real Estate team is at the heart of Devonshires’ business. Within the Team, there are 18 dedicated partners working on a wide variety of property transactions with a broad range of clients from registered providers of social housing and care homes, through to private developers, acting on sites and developments from a handful of units to thousands, to portfolio and street property acquisitions and disposals.

Duties and Responsibilities

This is not an exhaustive list and from time to time it may be necessary to vary these to meet the department and business needs.

• Work within a shared “pool” system, proactively picking up and progressing tasks across the team to meet deadlines;
• Prepare and process payment request forms accurately and in a timely manner, ensuring compliance with internal procedures;
• Open and set up new client matters, including conflict checks, client due diligence (CDD), and adherence to Lexcel and regulatory requirements;
• Maintain and update client and matter records within the case management system;
• Manage billing processes, including drafting, editing, finalising, and issuing client invoices, and assisting with credit control where required;
• Format, amend, and proofread legal documents and correspondence to a high professional standard;
• Upload, manage, and track documents via DocuSign for electronic signature;
• Provide comprehensive administrative support, including scanning, printing, filing (electronic and hard copy), and monitoring incoming and outgoing post;
• Coordinate diaries, meetings, and appointments, including booking meeting rooms and arranging conference calls where required;
• Assist with file management, including opening, closing, archiving, and retrieval of files in line with firm policies;
• Handle post-completion work, including SDLT submissions, AP1 applications, Land Registry requisitions, and other post-completion formalities;
• Prepare engrossments and final execution versions of documents for completion;
• Liaise with clients, solicitors, lenders, and third parties in a professional and efficient manner;
• Manage incoming and outgoing telephone calls, routing queries appropriately and taking clear, accurate messages;
• Create and manage iManage Share portals for secure document sharing;
• Conduct property searches, including OS2, SIM, and other relevant conveyancing searches;
• Monitor key dates and deadlines, ensuring all tasks are completed within required timeframes;
• Assist fee earners with transaction management, including pre- and post-exchange/completion tasks;
• Ensure compliance with firm policies, regulatory requirements, and quality standards at all times;
• Support the wider team with ad hoc administrative tasks as required.

Person Specification

• One year’s previous experience working as a legal secretary or administrator, ideally within real estate or conveyancing;
• Comfortable working within a shared “pool” system and taking initiative to pick up work as needed;
• Excellent attention to detail to produce work / documentation which is consistently of a high standard;
• A typing speed of +50wpm, together with relevant legal secretarial experience;
• An advanced knowledge of Word applications such as auto – numbering, bookmarks and track changes;
• Ability to co-ordinate large documents using Word;
• Familiar with MS PowerPoint, Excel, Outlook and Internet applications;
• Excellent communication skills, both written and verbal;
• Confident in liaising with all teams across the business;
• Ability to prioritise workload to increase efficiency for the team and manage multiple tasks and projects at any given time;
• Ability to manage multiple deadlines and meet them successfully;
• Shows initiative and is self-motivated;
• Able to convey clear and concise information to clients and external organisations, which will not compromise the practice or the firm.