PARA/EBN/SEPT21 - Paralegal

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Posted: 07/09/2021 12:01
Start Date: Not Available
Salary: Competitive
Location: Eastbourne
Level: Support Staff
Deadline: 30/09/2021 23:59
Hours: 37.50
Benefits: Competitive
Job Type: PERM

Paralegal (Private Client), Eastbourne

Do you want to work for an award winning, supportive law firm that is focussed on promoting individual growth?  This could be the perfect next step in your career!

Are you an enthusiastic and flexible individual with previous administration experience? Do you have a willingness to learn new skills and new ways of working? 

An exciting opportunity has arisen for a Paralegal to join our Private Client Department. This is a permanent, full time position (Monday – Friday, 9am – 5.30pm), based primarily between our Eastbourne office and working from home.

We are looking for a confident communicator with excellent client service skills who understands the importance of working as part of a team and contributes to our positive and supportive environment. Ideally you should have relevant experience in a Private Client Paralegal/Legal Secretary position with knowledge of drafting Wills, Powers of Attorney, Declarations of Trust, and official forms for submission. It is essential you have strong organisational and IT skills and a high degree of efficiency and accuracy.

The role is broad and full of variety, and will involve liaising with and updating clients, completing all administrative aspects of a matter, and supporting with marketing events for the department. Along with other Paralegals, you will be expected to support all Legal Advisers in your department and to meet your individual financial target.

Why choose Mayo Wynne Baxter?

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.

From day one of new recruits joining us, we invest time in training and development with a comprehensive introduction to our business over the first few days.  The nicest feedback we get from our new employees is how friendly everyone is and how welcomed they have felt.  We endeavour to focus on our employees’ individual strengths. By understanding an employee’s true strengths, we help them to work productively and excel in their role.

We recognise the importance of a healthy work life balance, supported by our benefits package which includes:

  • 28 including bank holidays per annum *rising by 1 day each year for 5 years to 33 days
  • Extra day off for your birthday
  • Contributory Pension Scheme
  • Employee Apprenticeship scheme
  • Legal Service Benefits
  • Social Events
  • Referral Incentives
  • Rewards Discount page
  • Target treats
  • Healthcare cash plan

MWB 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.

Job Purpose

To use your knowledge of legal work in a specific Department and area of law to progress aspects of client matters independently, under the supervision of a legal adviser. You will be responsible for liaising with and updating enquirers, clients and third parties and for completing all administrative aspects of a matter, freeing legal advisers to focus on the legal aspects of matters.

 

You will not have matters in your own name but will be expected to charge for many of your activities on a file and will have significant time and financial targets. You will be expected to support the Department legal advisers in all offices, not just the local team.

Tasks and Responsibilities

New instructions

  • Dealing with new enquiries routed to Dept by switchboard, gatekeeper or from Enquiries Team
  • Contacting enquirer to ascertain need/initial instructions, gather full personal details including ID and/or make appointment / gather information prior to instruction
  • Carrying out conflict search of all relevant names at the earliest opportunity and consult with legal adviser on conflict position if a match on a name is found.
  • Providing written estimates/price proposals of costs to new clients, in the absence of or under the direction of the legal adviser(s)
  • Complete an Opportunity form (for all enquiries) and/or Matter form to send to the Database & Compliance Team or provide the information gathered to a Legal Support Assistant (LSA) to enable them to complete the forms
  • Follow up all enquiries where instruction is not received, either by contacting the prospective client, or by ensuring the legal adviser does, updating the Opportunity with information
  • Initiating the creation of the new matter on receiving instruction
  • Drafting outset letters and documents to all parties under supervision of the Legal Adviser

Progressing the matter

  • Paralegals will time record and will have a financial target
  • Take responsibility for the administration, management and progression of the client matter. Ensure that all client work is processed expeditiously, and that the client is kept regularly informed of progress and costs
  • Ensure the legal adviser is reminded of what needs doing and by when
  • Adding and monitoring key dates and bringing to the legal adviser’s attention
  • Using tasks to set reminders (in Peppermint – synchronised to Outlook if desired)
  • Ensuring matter status summary notes are up-to-date and accurate on Peppermint at all times to enable the matter to be picked up by anyone at any time
  • Ensuring all contact details used (email address, telephone numbers) are recorded in Peppermint and maintained
  • Electronic filing of emails and inbound post, completeness of Peppermint master file, ensuring the correct name and labelling on all documents and that they are filed in the correct folders
  • Independent drafting of letters, documents and forms and preparing relevant enclosures (under supervision)
  • Dealing with work that has been delegated by legal adviser(s) – (see also Dept Specific section below)
  • Witnessing of documents
  • Communicating with clients, and all third parties (e.g. agents, valuers, mortgage lenders, courts, experts, counsel and solicitors) by telephone, post, email or in person as needed, and to keep them up-to-date
  • Adding experts and counsel to the Expert Register, maintaining their Register details, updating the expert status on a matter and ensuring legal adviser feedback is added at the end of the matter
  • Dealing with Lexcel tasks/monitoring – risk assessments, costs updates, change of legal adviser letters, file reviews, file closure letters
  • Assisting with financial management, especially monitoring of costs and timely costs updates
  • Ensuring all relevant costs are present on the ledgers (disbursements, expenses etc)
  • To raise draft invoices at the appropriate point
  • Chase up payment of invoices and assist with credit control if required
  • Maintaining Legal Adviser matter lists to ensure only current matters are listed
  • Deal with any matter balances and pass to Legal Support Assistant for closing procedures
  • As required, temporarily covering work of partner/legal adviser during absence and seeking assistance as appropriate with problems/queries

Private Client Department

  • Attending client or 3rd party meetings, with or without the legal adviser, in and out of the office, and taking notes
  • Drafting all official forms for submission to HMRC, HMCTS, the OPG and the Land Registry
  • Drafting Wills, Powers of Attorney, Statements of Truth, Affidavits, Declarations of Trust under supervision
  • Sorting and cataloguing deceased’s papers and belongings either in the office or at the deceased’s property
  • Arranging payment of funds to third parties and checking bank details before payment
  • Undertaking bankruptcy searches
  • Obtain Office Copies, copy Certificates, copy Grants, and any other documentation required by the legal adviser
  • To prepare bundles for the Court and/or costs draftsman as required using Zylpha

Marketing

  • Drafting blogs and material for MWB website
  • Assisting with marketing as directed
  • Assisting with Legal500 / Chambers submissions
  • To attend any relevant business development events as required by Marketing or the HOD

General

  • Identifying and implementing efficiency improvements in the Department’s service delivery systems and procedures
  • Providing guidance to new paralegals and LSAs.
  • Undertaking any specific training when required to do so and overall having a responsibility towards self-development
  • Ensuring the confidentiality and security of all the firm’s and client’s documentation and information

This job description is not exhaustive and you may be asked to undertake any other duties that may within reason be required from time to time.

Mayo Wynne Baxter retains the right within reason to vary this job description in light of business developments at any time in the future.

MWB 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.

Person Specification

 

 

Essential

Desirable

 

Aptitude & Personal Skills

 

 

Demonstrates a flexible attitude when performing all aspects of the role

*

 

 

Demonstrates a willingness and aptitude to learn new skills and ways of working

*

 

 

Demonstrates a recognition of the importance of working as part of a team

*

 

 

Demonstrates an ability consistently to exceed expectations to ensure that the highest standards of service to others, inside or outside the firm, are achieved

*

 

 

Demonstrates compliance with regulatory obligations

 

*

 

 

Demonstrates the ability to contribute to ways of improving how the firm processes work and/or delivers a service

 

*

 

 

Demonstrates the ability to contribute to a positive and supportive environment for people working in the firm (and for clients where appropriate)

*

 

 

Experience & Technical Skills

 

 

Demonstrates the capability to perform the role set out in the Job Description

*

 

 

Experience of carrying out paralegal tasks

 

*

 

 

Experience of Microsoft Office suite including Word and Outlook

 

*

 

 

Experience of Microsoft Excel

 

 

*

 

Able to communicate clearly in person and in writing

 

*

 

 

High degree of efficiency, accuracy and organisation in carrying out tasks

*

 

 

Knowledge & Qualifications

 

 

Good standard of secondary education to A Level or equivalent

 

 

*

 

Relevant paralegal qualification or equivalent experience gained in performing similar role

*

 

 

Ability to learn MWB’s systems and administrative procedures

 

*

 

 

Ability to learn data protection legislation and requirements

*

 

 

 

 



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