Case Handler – residential conveyancing team

  • Posted

We are looking for a case handler to provide a fully effective service to clients of Debenhams Ottaway by progressing client files under the direction of the Conveyancer, and to provide administrative assistance to the Conveyancing team.

Key responsibilities:

Activities will be varied and will include, but are not limited to the following:

  • Client Service
    • Progressing the matter file under the solicitor’s instructions. This may include amongst other things legal research, drafting letters, preparing planning applications and appeal forms.
    • To provide a courteous and efficient service to clients.
    • To ensure that work sent to clients and related parties is correctly prepared in accordance with the firm’s standards and precedents and the Solicitor’s instructions.
    • To observe the code of practice in all areas as detailed in the Solicitors Code of Conduct and to observe fully the requirements of the Solicitors Accounts Rules.
    • To report complaints from clients or third parties to the Team Leader.
  • Matters Administration
    • Maintaining control of the Conveyancer’s caseload to ensure that standards of matter conduct, file management, administration, and accounting are maintained at all times.
    • To be fully conversant with the firm’s computer systems and follow IT instructions directly and through procedures tabs.
    • To work in a tidy organised manner by reducing unseemly clutter and ensure files are relocated in the cabinets provided.
    • Assist Conveyancer/s to bill all matters promptly and accurately; to maintain a justifiable and accurate level of work-in-progress; to pay and collect disbursements in accordance with professional and internal practice; to properly account for all client monies and effect transfers from client to office account when appropriate.
  • Administrative
    • Assist Conveyancer/s with their sale, purchase and remortgage matters; to include:
      • Ordering documents from the HM Land Registry and requesting title papers from lenders where applicable;
      • Preparing sale contract papers;
      • Ordering searches on purchase matters;
      • Requesting funds from clients and their lenders
      • Assisting in the completion of matters
      • Completing Stamp Duty Land Tax Returns and Land Registry applications;
      • Scheduling of Deeds
    • Answer the telephone or meet clients who call into the office without an appointment on behalf of the Conveyancer, answering queries and taking messages where appropriate and making appropriate file notes
    • Providing updates to and responding to enquiries from clients and agents, brokers, lenders and other parties’ representatives.
    • Opening and closing client files in accordance with standard procedures including performing on-line money laundering checks
    • Maintain Conveyancer’s diary and make appointments
    • Organise internal and external meetings including meeting room bookings and if appropriate organising refreshments.
    • Manage outgoing post and emails as required.
    • Maintaining internal and client files to ensure they are up-to-date at all times.
    • Collate work received from the outsourcing company including arranging necessary enclosures so that it is ready to send out
    • Liaison with the Accounts Department as appropriate to ensure timely and accurate accounts administration, including receiving cheques, entering on file and passing to accounts
    • Input onto Videss client and potential client contact details
    • Undertake administrative duties such as photocopying
    • Administration associated with the archiving of files
    • Create and maintain a tidy and well organised office environment.
    • Work as part of a team, assisting with secretarial and telephone cover as required.

Skills and Attributes:

  • Knowledge, experience and passion for Conveyancing law and practices.
  • Educated to degree level but not necessarily in Law
  • Experience of working within a Conveyancing Department of a Law Firm or relevant legal qualifications would be preferred
  • Administrative experience in a Law firm is desirable.
  • Adopts a client-centered focus at all times taking responsibility for the level of client service they provide and takes proactive steps to maximize and improve client relationships
  • Creative problem-solving ability
  • Good written and verbal communication skills
  • Fast and accurate keyboard skills – 50 wpm minimum
  • Good grasp of grammar and spelling
  • Computer Literacy in relevant software packages
  • Ability to multi-task, organise, prioritise and plan
  • Ability to work calmly under pressure and with a demanding work load
  • Confident with the ability to interface and develop relationships with a variety of people.
  • Organisation skills including the ability to prioritise work
  • Initiative
  • Ability to follow instructions given
  • Good time keeping
  • Professional appearance

To apply for the role please send your CV to Alexandra Langley –

Recruitment Agencies

We operate a preferred supplier list for all permanent, contract and temporary recruitment.

If you are interested in being part of our PSL, please email us and we will supply you with a copy of our terms.

We ask you not to send CVs or terms of business to or make contact with our staff, management or partners outside of HR, unless you have been authorised by our HR team to do so.

Any CVs sent contrary to this policy will will not be accepted as introductions in accordance with any terms of business that are sent to us and/or our terms. We reserve the right to make direct contact with the candidate without entering into your TOB. Agencies who are part of our PSL found bypassing this process may result in us terminating our working relationship with you.

All CVs need to be sent to Alexandra Langley at our recruitment email address –

View more Vacancies