Head of Conveyancing Department

The Firm

The firm is a long-established law firm providing a comprehensive range of legal services to clients across the North East and throughout the UK.

We pride ourselves on combining traditional values and personal client service with modern, efficient and cost-effective legal advice. Our employees are our greatest asset, and we are committed to providing a supportive, professional and challenging working environment in which our people can develop and progress.

We are now seeking an experienced Head of Conveyancing Department to lead and develop our residential conveyancing team.

This is a senior role for an experienced conveyancer who is able to combine strong technical and client-facing skills with effective leadership, supervision and commercial management.

The successful candidate will take overall responsibility for the day-to-day operation and performance of the residential conveyancing department, ensuring that clients receive a consistently high standard of service while the department operates efficiently, profitably and in accordance with the firm's regulatory and professional obligations.

Key Responsibilities

Department Leadership and Management

• Take overall responsibility for the effective day-to-day management and performance of the Residential Conveyancing Department.
• Lead, motivate and support the conveyancing team, fostering a positive, collaborative and high-performing working environment.
• Allocate and distribute work appropriately according to experience, capacity, competence and workload.
• Monitor workloads, file progression and staffing levels and identify issues before they impact upon client service or departmental performance.
• Establish and maintain appropriate departmental procedures, workflows and standards.
• Ensure that all members of the team understand and comply with the firm's policies, procedures and professional obligations.
• Act as the principal point of escalation for complex, difficult or sensitive client and file matters.
• Work closely with the Directors and other Heads of Department to support the overall objectives of the firm.
• Identify opportunities to improve efficiency, delegation, use of technology and departmental processes.

Legal Work and Technical Expertise

• Maintain an active residential conveyancing caseload appropriate to the requirements of the role and the needs of the department.
• Provide high-quality legal advice and support throughout the residential conveyancing process.
• Deal with technically complex and higher-risk matters where appropriate.
• Provide guidance and assistance to members of the team on technical title and procedural issues.
• Ensure appropriate escalation of matters outside an individual's experience, competence or authority.
• Maintain a thorough and up-to-date knowledge of residential conveyancing law, practice and procedure and ensure the team are adequately trained and up to date.

The department will undertake matters including, where applicable:

• Freehold sales and purchases;
• Leasehold sales and purchases;
• Remortgages;
• Transfers of equity;
• New-build properties;
• Shared ownership;
• Right to Buy;
• Help to Buy/shared equity matters;
• Unregistered and complex titles;
• Lease extensions and other related property work; and
• Other residential property transactions undertaken by the firm.

Supervision, Risk and Compliance

• Ensure that all fee earners and support staff are appropriately supervised in accordance with their experience, competence and role.
• Ensure that matters are conducted in accordance with SRA requirements, the firm's policies and procedures, CQS requirements and other applicable professional standards.
• Monitor compliance with file-opening, client identification, source of funds, searches, title investigation, reporting, exchange, completion, post-completion and file closure procedures.
• Ensure that appropriate supervision is in place for work undertaken by trainee solicitors, apprentices, paralegals, conveyancers and other non-qualified staff.
• Monitor and address risks arising from workloads, missed deadlines, undertakings, post-completion matters, registration delays, client complaints and other operational issues.
• Assist with the investigation and resolution of complaints and identify lessons and improvements arising from complaints or file reviews.
• Carry out or arrange regular file audits and quality checks.
• Ensure that risks and potential claims are identified and reported promptly to the appropriate Director or supervisor.
• Ensure that client money and completion processes are dealt with in accordance with the firm's procedures and regulatory requirements.
• Promote a strong culture of risk awareness, professional conduct and client confidentiality throughout the department.

Client Care

• Ensure that clients receive a consistently high standard of professional, efficient and friendly service.
• Monitor departmental compliance with the firm's client service standards, including prompt communication and progression of matters.
• Ensure that telephone calls and emails are dealt with promptly and, wherever reasonably possible, within the firm's expected response times.
• Ensure that incoming correspondence and documents are processed within the firm's required timescales.
• Deal personally with escalated client matters where appropriate.
• Develop and maintain strong relationships with clients, estate agents, mortgage brokers, financial advisers and other professional contacts.
• Promote a culture in which clients are kept informed and matters are proactively progressed.

Departmental Performance and Financial Management

• Take responsibility for achieving agreed departmental financial and performance targets.
• Monitor departmental income, billing, work in progress, aged debt and recoverability.
• Monitor individual and departmental fee income and productivity.
• Ensure that files are progressed efficiently and that work is appropriately recorded and billed.
• Identify underperforming areas and implement appropriate remedial action.
• Monitor the profitability of different types of work and make recommendations to the Directors regarding pricing, processes and resources.
• Assist the Directors with departmental budgets, forecasts and financial planning.
• Identify opportunities to increase departmental revenue and profitability without compromising quality or client care.
• Ensure that appropriate consideration is given to the commercial implications of accepting new work and dealing with matters outside the original scope of instructions.

Business Development and Marketing

• Contribute actively to the firm's business development and marketing strategy.
• Develop and maintain relationships with estate agents, mortgage brokers, financial advisers, developers and other professional referrers.
• Identify opportunities for new business and additional services for existing clients.
• Encourage appropriate cross-referrals between the conveyancing department and other departments within the firm.
• Assist with networking, presentations, seminars and other business development activities.
• Contribute to the firm's social media, website and other marketing initiatives where appropriate.
• Represent the firm professionally at external events and with professional contacts.

Staff Development and Performance

• Support the recruitment, induction and training of conveyancing staff.
• Identify training and development requirements within the department.
• Mentor and develop junior members of the team.
• Assist the Directors with performance management and appraisal processes.
• Set clear expectations regarding quality, productivity, client service and professional standards.
• Identify and develop talent within the department and assist in creating appropriate career progression opportunities.
• Encourage effective delegation and ensure that work is allocated at an appropriate level of competence.

Operational Responsibilities

• Ensure that files are opened, maintained, progressed and closed in accordance with the firm's procedures.
• Ensure effective use of the firm's case management and IT systems.
• Monitor outstanding tasks, searches, enquiries, exchange, completion and post-completion work.
• Ensure that registration and post-completion matters are appropriately monitored through to conclusion.
• Maintain appropriate departmental records and management information.
• Work with the firm's Practice Manager, Accounts Team and other departments to resolve operational issues.
• Identify opportunities to improve systems and technology and make recommendations to the Directors.

Personal Specification – Essential Skills and Qualifications

• Qualified solicitor, licensed conveyancer or otherwise appropriately qualified and experienced to undertake the role.
• Significant experience in residential conveyancing, including experience dealing with complex and technical matters.
• Previous experience of supervising, managing or leading a conveyancing team.
• In-depth knowledge of residential conveyancing law, procedure and technical title issues.
• Strong understanding of SRA requirements, CQS standards, risk management and professional conduct.
• Proven ability to manage a busy caseload and meet financial and performance targets.
• Demonstrable experience of managing workloads, delegating work and developing staff.
• Strong commercial awareness and understanding of departmental profitability.
• Excellent client care and communication skills.
• Excellent organisational and time-management skills.
• Excellent IT and case management system skills.
• Ability to analyse departmental performance and identify areas for improvement.
• Ability to work independently while also contributing effectively to the wider management team.

Personal Attributes

The successful candidate will:

• Be a confident and effective leader.
• Be reliable, diligent and highly organised.
• Have excellent attention to detail.
• Have a positive, proactive and "can-do" approach.
• Be commercially aware without compromising professional standards or client care.
• Be able to remain calm and effective under pressure.
• Have excellent interpersonal and communication skills.
• Be approachable and supportive to colleagues.
• Be willing to take responsibility and accountability for departmental performance.
• Have the confidence to make decisions and appropriately escalate matters when required.
• Demonstrate sound professional judgement.
• Be committed to continuous improvement and developing both themselves and others.
• Have a strong commitment to client confidentiality, professional ethics and the reputation of the firm.

Measures of Success

The Head of Conveyancing will be expected to demonstrate:

• High standards of client care and positive client feedback.
• Effective supervision and risk management.
• Consistent compliance with the firm's procedures and regulatory requirements.
• Efficient progression and completion of files.
• Achievement of agreed departmental income and profitability targets.
• Effective management of workloads and staff resources.
• Development and retention of a capable and motivated conveyancing team.
• Growth in the department's client and professional referral base.
• Reduction in avoidable complaints, delays, errors and financial write-offs.
• Continuous improvement in departmental systems, processes and efficiency.

General

The role is expected to develop as the needs of the firm and department develop. The successful candidate will be expected to undertake such other reasonable duties as may be required by the Directors and to contribute to the overall success and development of the firm.

The Head of Conveyancing is a senior position within the firm and is expected to lead by example, uphold the firm's professional standards and values, and contribute positively to the wider management and strategic direction of the practice.

Please send your CV to Natalie.brown@marshallhalllevy.co.uk