To work as part of the Wills and Probate team to manage the department’s day-to-day administration, helping to deliver excellent client service and maintain departmental and back-office systems.
To develop an understanding of wills and probate systems and processes in order to provide support and cover to the team’s fee earners during busy periods or periods of absence.
1. To manage and undertake routine department administration including incoming and outgoing post and the sorting and filing of all correspondence.
2. To carry out all administrative tasks to support the team’s will writers as and when required,
including but not limited to:• Managing team diaries and booking appointments with clients.
• Preparing information packs ahead of client meetings.
• Sending documents to clients including copy wills, draft wills, and power of attorneys, ensuring all documentation is produced to the highest standard and in accordance with relevant legislation.
• Liaising with and gathering information from clients who have ongoing matters with the department.
• Sending out invoices to clients.
3. To maintain and update manual and computer records in Virtual Cabinet in a timely and accurate manner, ensuring that client data, information, and records are processed securely and in line with relevant legislation.
4. To maintain regular contact with existing clients, undertaking client contact calls annually at a minimum.
5. To carry out administrative tasks to support the team’s Trust and Estate Specialist as and when required. This shall include helping the Trust and Estate Specialist with the completion of probate casework and/or undertaking administrative duties related to the completion of probate casework under instruction and guidance
6. To provide support to all of the team’s fee earners as and when required. To develop an understanding of wills and probate processes and ongoing matters such that you can provide cover and take client meetings during busy periods or periods of absence when appropriate.
7. To assist the Wills and Estate Specialist to identify ways to improve and develop the departmental and back-office systems, ensuring streamlined and accurate processing at all times.
8. To ensure that clients receive the highest level of service at all items by continually developing:
• Your knowledge of the statutory, regulatory and best practice provisions relating to wills and probate administration.
• Your understanding and knowledge of each client that you work with.
9. To carry out any other tasks as required.
Central duties
10. To represent the business when required to ensure positive links, relations and networks.
11. To show a commitment to diversity, equal opportunities and anti-discriminatory practices.
12. To undertake personal development necessary to ensure effective performance in the role.
13. To participate in relevant and appropriate training and development as required.
14. To demonstrate the David Allen values of ambition, professionalism, knowledge, integrity, and respect in the work you do and during your appointment.
Education / Qualifications
GCSE or equivalent at grades A*-C (9-4) in Maths and English.
A legal qualification such as a law degree or equivalent.
Skills/ Knowledge/ Experience
A minimum of two years experience working in an office environment providing administrative support.
A minimum of six months experience of wills and probate or legal work.
Some experience with electronic documents and record filing/retention systems.
Excellent computer skills, ability to use Word/Outlook/Excel to a high standard.
An aptitude generally for technology, confident using IT systems to input and store personal data.
High levels of accuracy and attention to detail with work methods to ensure work is correct.
Excellent written and verbal communication skills.
Excellent customer service and interpersonal skills. Some experience managing team diaries.Personal Behaviours & Qualities
High level of confidentiality and integrity.
Enthusiastic to learn and contribute to the business success of a team; a genuine interest in working in Wills and Probate.
Strong sense and understanding of quality in a client facing service.
Strong sense of team, willing to contribute to team objectives and support others to achieve their targets and work commitments.
Ability to plan, manage and prioritise work tasks and review flexibly.
Ability to use own initiative but know when to refer queries and take instructions.
Friendly but professional confident manner; with ability to build positive relationships with clients and colleagues.
Ability to demonstrate behaviours and expectations consistent with the David Allen values of ambition, professionalism, knowledge, integrity, and respect.
General
Ability to travel independently between offices and to undertake client home visits if required