Notary Assistant

at  Douglas Scott Legal Recruitment

I am working with a leading law firm based in Reading looking for a Notary Assistant to join the team.
While this role is intended to be based primarily in the Reading office, this is subject to change and you may be required to work out of the Firm’s other London offices (currently in the City of London and Mayfair) from time to time. Due to the nature of the role, this role is primarily office based with some opportunity to work from home.
The Notary Public will be travelling and working out of the Reading office, on average, once a week so there will be opportunities for regular face-to-face meetings to discuss diaries and key priorities. It is important that the role holder maintains regular (at least daily) contact with the Notary Public to ensure you are both fully aware of what is going on and able to prioritise work in the most efficient and effective manner.

Your main role is to provide notarial administrative support. This includes, but is not limited to:

• Dealing with notarial enquiries that are received whether by telephone or email
• Setting up new matters once we are instructed including obtaining ID, carrying out background and ID searches and any other required steps to enable the Notary Public and fee earner to promptly and efficiently carry out the required work.
• Working with legalisation agents to arrange the legalisation and delivery of documents in accordance with clients’ instructions
• Maintaining and updating the electronic notarial register and ensuring that the notarial protocol is kept updated
• Preparing and drafting documents, correspondence and emails as requested by Partner and Notary Public
• Carrying out company searches in respect of organisations both in the UK and abroad
• Familiarising yourself with billing processes/procedures in order to ensure the team is paid promptly
• Carrying out notarial billing and liaising with the Accounts team as required
• Providing administrative support with business development initiatives
• Providing some PA functions and general support to the Notary Public and the other fee earner including organising the purchase of notarial stationary, the annual renewal of the notarial practising certificate, booking training, booking travel, handling expenses and arranging client lunches and attendance at events and meetings

ESSENTIAL REQUIREMENTS OF THE ROLE

• Excellent telephone skills
• Excellent organisation skills (attention to detail is key)
• A flexible, supportive and can do attitude
• Being able to use your initiative and common sense
• Self-starter and ability to prioritise effectively
• Confident with speaking to/meeting new clients regularly
• Ability and willingness to travel to other offices
• Previous experience of working with a Notary is desirable

Your main role is to provide notarial administrative support. This includes, but is not limited to:

• Dealing with notarial enquiries that are received whether by telephone or email
• Setting up new matters once we are instructed including obtaining ID, carrying out background and ID searches and any other required steps to enable the Notary Public and fee earner to promptly and efficiently carry out the required work.
• Working with legalisation agents to arrange the legalisation and delivery of documents in accordance with clients’ instructions
• Maintaining and updating the electronic notarial register and ensuring that the notarial protocol is kept updated
• Preparing and drafting documents, correspondence and emails as requested by Partner and Notary Public
• Carrying out company searches in respect of organisations both in the UK and abroad
• Familiarising yourself with billing processes/procedures in order to ensure the team is paid promptly
• Carrying out notarial billing and liaising with the Accounts team as required
• Providing administrative support with business development initiatives
• Providing some PA functions and general support to the Notary Public and the other fee earner including organising the purchase of notarial stationary, the annual renewal of the notarial practising certificate, booking training, booking travel, handling expenses and arranging client lunches and attendance at events and meeting