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Conveyancing Assistant

Location: Sherborne

Type: Permanent

Pay: £19,000 - £20,000

Sector: Legal

Reference: RB22393

Expiry: None

Consultant: Helen Lacey

Office: Yeovil


Conveyancing Assistant


£20,000 pa

37.5 hours per week



Job overview

This is a role to support the solicitors and legal executives in our Residential Property team at Sherborne.

The purpose of this role is to provide an exemplary support service to our professional staff, clients and professional contacts (primarily Estate and Land Agents).


Summary of Main Duties

  • To provide a high quality administrative support function including diarizing and organizing meetings, receiving and making telephone calls and recording accurate messages or giving accurate updates, maintaining client files and matters, typing of dictated work, drafting of letters, contracts and documents, organisation of time, clients and workload.
  • To be proactive in contributing to the on-going improvement and development of the department and firm, in line with the business plan and any other relevant plans, under the supervision of the Head of Department and Team Lead.
  • To execute instructions and activities in accordance with the firm’s service standards, compliance, best value and quality system (ISO 9001).
  • To be a reliable and ‘safe pair of hands’ when carrying out the administrative and support function. This is particularly important whilst other team members are out of the office (undertaking business development or seeing clients) and during holiday periods.
  • To provide a consistent administrative support function across the Residential Property team and be adaptable and willing to support others.


Key Tasks and Responsibilities

To effectively and efficiently manage case files to ensure the smooth running of the department and maintain and update all records, which includes the following activities:

  • Provide typing support as required
  • Set up new files correctly when new matters commence
  • Keep checklists, colour coding and layout in order and up-to-date
  • Undertake conflict and money laundering checks
  • Carry out searches
  • Produce first drafts of reports on mortgages for fee earners to check
  • Produce first drafts of reports on searches for fee earners to check
  • Carry out post exchange work, and set files up for completion
  • Prepare draft contract pack at the outset of any sale and send Property Information and Fittings and Contents to the selling client promptly for completion
  • Prepare pre-completion checklists and check files and ensure documents are signed in good time prior to completion
  • Prepare completion statements and liaise with accounts to ensure their accuracy
  • File accurately (e.g. in date order)
  • Undertake file reviews
  • Maintain filing system in cabinets (e.g. in alphabetical order)
  • Manage the electronic database to keep up-to-date and accurate
  • Prepare files for archiving
  • Photocopy documents for production to clients, lenders and solicitors on the other side of the transaction
  • Develop knowledge and user skills of the SOS case management system and ensure that all records are kept within it and are accurate and up to date
  • Keep accurate financial records for fee earners including anticipated bills and bills delivered
  • Be responsible for the input of all critical dates in team’s diary and ensure that these are complied with and removed or updated as necessary
  • To keep clients informed of progress on a regular basis (via email or telephone) ensuring that information is communicated in a format that the client can understand and is accurate at all times
  • To communicate effectively (via email or telephone) with clients, team members and external parties to ensure that information provided to clients and others is accurate and up-to-date
  • To assist the finance function by ensuring accurate time recording and invoice production and accurate completion statements
  • To actively contribute to departmental meetings, prepare and circulate agendas, prepare and circulate minutes / action plans as appropriate
  • To be proactive in eliminating any risks when undertaking activities and always be risk adverse when dealing with files, clients etc.
  • To undertake an initial quality check of all work produced before passing it on to fee earner / Head of department – continually strive for zero errors
  • Preparation of Stamp Duty Land Tax forms and submission of returns on completion
  • Preparation of Certificate of Title for mortgage lenders and to follow up on these when required
  • Preparation and submission of Land Registry applications (paper or electronic)
  • To actively contribute and participate in one off projects as required
  • To support the fee earners with preparation for marketing and business events and on occasion, attend events to greet, collect contact details, distribute name badges etc.
  • To plan and prepare for development and performance review meetings
  • To take responsibility for personal performance objectives and be proactive about achieving them


  • 25 days holiday
  • Partner gift days at Christmas this is to enable the Christmas shut down and the amount of days can vary year to year as it depends when Christmas falls but it can be 1-3 days on average. This is in addition to your annual holiday entitlement. Thanks partners!
  • Buy/Sell holiday you can buy or sell up to 5 days holiday annually
  • Have your birthday off on us
  • Paid time off for dependent care
  • 6The right to request unpaid
  • BUPA –Yup, we care about your physical health as well –so when you pass your probation we will sign you up for BUPA!
  • Staff benefits
  • Westfield Health is a cashback health plan
  • Free fruit, tea, coffee, squash
  • Cycle Scheme

The Red Berry team always review and process job applications swiftly as possible. However due to the high volume of CVs that we receive online, we regrettably are not always able to respond to every applicant individually. If you’ve not heard from us within 7 working days, unfortunately on this occasion your application has not been successful

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