Record Keeper/Administrator

Responsible to: Office Manager for task allocation and administrative/personnel matters.

Responsible for: Keeper of all Company Records including Wills, LPA, Grants of Probate & Deeds and providing administration support to Operations Department.

Job summary: Keep accurate records and store legal documentation for all Departments and provide Administration Support when necessary.

Skills Required: Highly organised, ability to multitask and work to tight timescales.  Able to work independently and as part of a team with exceptional communication and customer service skills.  Knowledge of Office 365 with good keyboard skills and accurate data entry. 

MAIN FUNCTIONS & RESPONSIBILITIES

To take new Wills and record on the system, create a Will Packet, store in the relevant place, for all offices.

To take new LPAs and record on the system, create an LPA Packet, store in the relevant place, for all offices.

To take new Grants of Probate and record on the system, create a Grant of Probate Packet, store in the relevant place, for all offices.

To take new Deeds (from all departments) and record on the system, create a Deeds Packet, store in the relevant place, for all offices.

To take Residential Conveyancing documents to be stored, ensure the database is correct, label and file documents.

To receive requests from other Departments for documentation confirmation or collection.

To ensure all documentation relating to a collection is scanned and filed or sent on as necessary.

To investigate and locate documentation from the relevant systems (already established within the firm) of all other firms that we have acquired over the years (eg. Sargeant & Shepherd, Dickens & Co, RD&G, P J Adams and Bells) as required by the relevant team.

To update the database or spreadsheet of any movement regarding documentation.

To manage revoked and deceased Will Packets and ensure relevant systems are updated.

To Work with the Administrator to manage and co-ordinate the scanning, recording and databasing of all Wills currently held by the firm.

To Manage and coordinate the distribution of documentation between offices/departments, ensuring the spreadsheet is updated and correct at all times.

To assist with reception cover and duties if necessary/requested (although anticipated this would be unusual).

To train new and existing member(s) of the team in the processes and equipment that we use daily as may be necessary.

To carry out photocopying and scanning as required.

To assist with storage, retrieval and archiving of files using the Oasis (or any other relevant) system.

To be considerate towards clients’ needs and to service those needs in an efficient and professional manner.

To promote the firm and its professional image when dealing with clients or prospective clients.

To ensure that client confidentiality is not breached.

To undertake other or new administrative and/or reception tasks that may from time to time be reasonably required.

To be helpful and pleasant with other staff members at all times.