Details

Job type: Support

Location: Exeter

Type: Permanent

Salary: Competitive / Negotiable

Hours: 36.25 per week (full time)

Description

We currently have a vacancy for a Legal Secretary to join our Residential Conveyancing team based in our Exeter office.

The successful candidate will have the following skills, experience and qualities:

• 6 months or more in a similar role
• Confidence in their secretarial ability
• Typing speeds of 60 WPM +
• Strong administration with excellent verbal and written communication skills
• A team player with a great eye for detail
• Able to remain calm under pressure whilst working to multiple deadlines
• Professional, motivated and personable

About the role:

• Responsible for providing support to the department fee earners
• Required to provide excellent client care at all times, in compliance with the company’s procedures
• Manage client files and liaise with clients
• Provide daily administration
• Any other duties as and when required

Desirable areas of experience:

• Good IT and administration experience
• Conveyancing administrative support (not essential)

Dunn & Baker Solicitors are offering for the right individual excellent prospects for career development and also a competitive salary.

How to apply

For further details or to apply for the position please contact / send your CV to hr@dunnandbaker.co.uk

Please note:

• A DBS check is required for this post.
• Before applying for this position, please familiarise yourself with our recruitment privacy policy. Click HERE to view the same.

Dunn & Baker LLP request that recruitment agencies do not forward CV’s speculatively or in relation to any of the roles advertised on our website. Should we require any recruitment agencies involvement we will contact the agencies listed on our preferred suppliers list.

Dunn & Baker LLP will not:

• recognise submissions of unsolicited or speculative CV applications from recruitment agencies.
• be liable for any fee / commission should we employ a candidate that applied to us directly or through an instructed agency that may also have been submitted as an unsolicited or speculative application from an uninstructed recruitment agency.

In the event that a recruitment agency submits an unsolicited or speculative CV and then purports to render a claim for commission supported by correspondence and/or documentation containing a disclaimer indicating otherwise, our policy prevails.

This notice explains what personal data we hold about you, how we collect it, and how we use and may share information about you during your employment and after it ends.  We are required to notify you of this information under data protection legislation.  Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

Data controller: Dunn & Baker LLP whose registered office is Dunn & Baker LLP incorporated and registered in England and Wales with Company number OC386610.

Dunn & Baker LLP collects and processes personal data relating its employees to manage the employment relationship. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.  We will comply with the data protection principles when gathering and using personal information, as set out in our Data Protection policy.

What information does the organisation collect?

The organisation collects and processes a range of information about you. This includes:

• your name, address and contact details, including email address and telephone number, date of birth and gender;
• the terms and conditions of your employment;
• details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the organisation;
• information about your remuneration, including entitlement to benefits such as pensions or insurance cover;
• details of your bank account and national insurance number;
• information about your marital status, next of kin, dependants and emergency contacts;
• information about your nationality and entitlement to work in the UK;
• information about your criminal record / criminal record check;
• details of your schedule (days of work and working hours) and attendance at work;
• details of periods of leave taken by you, including holiday, sickness absence, family leave and sabbaticals, and the reasons for the leave;
• details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
• assessments of your performance, including appraisals, performance reviews and ratings, training you have participated in, performance improvement plans and related correspondence;
• information about medical or health conditions, including whether or not you have a disability for which the organisation needs to make reasonable adjustments;
• details of trade union membership; and
• equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.

How we collect the information

The organisation collects this information in a variety of ways. For example, data is collected through application forms, CVs or resumes; obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of or during employment; from correspondence with you; or through interviews, meetings or other assessments.

In some cases, the organisation collects personal data about you from third parties, such as references supplied by former employers, information from employment background check providers, information from credit reference agencies and information from criminal records checks permitted by law.

Other sources of information may include; your personnel records, the Home Office, pension administrators, your doctors, from medical and occupational health professionals we may engage, other employees, consultants and other professionals we may engage, eg to advise us generally and/or in relation to any grievance, conduct appraisal or performance review procedure, monitoring of our websites and other technical systems, such as our computer networks and connections, CCTV, communications systems, remote access systems, email and instant messaging systems, intranet and Internet facilities, telephones, voicemail, mobile phone records, discovery technology.

Data is stored in a range of different places, including in your personnel file, in the organisation’s HR management systems and in other IT systems (including the organisation’s email system).

Why does the organisation process personal data?

The organisation needs to process data to enter into an employment contract with you and to meet its obligations under your employment contract. For example, it needs to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer benefit and pension entitlements.

In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check an employee’s entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled. For certain positions, it is necessary to carry out criminal records checks to ensure that individuals are permitted to undertake the role in question.

In other cases, the organisation has a legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee data allows the organisation to:

• run recruitment and promotion processes;
• maintain accurate and up-to-date employment records and contact details (including details of who to contact in the event of an emergency), and records of employee contractual and statutory rights;
• operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace;
• operate and keep a record of employee performance and related processes, to plan for career development, and for succession planning and workforce management purposes;
• operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that employees are receiving the pay or other benefits to which they are entitled;
• obtain occupational health advice, to ensure that it complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law, and ensure that employees are receiving the pay or other benefits to which they are entitled;
• operate and keep a record of other types of leave (including maternity, paternity, adoption, parental and shared parental leave), to allow effective workforce management, to ensure that the organisation complies with duties in relation to leave entitlement, and to ensure that employees are receiving the pay or other benefits to which they are entitled;
• ensure effective general HR and business administration;
• provide references on request for current or former employees;
• respond to and defend against legal claims
• maintain and promote equality in the workplace
• to monitor and manage staff access to our systems and facilities to protect our networks, and personal data of employees and customers/clients, against unauthorised access or data leakage and to ensure our business policies are adhered to.

Where the organisation relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not.

Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations (such as those in relation to employees with disabilities and for health and safety purposes).

Where the organisation processes other special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is done for the purposes of equal opportunities monitoring.

Employment decisions are not based solely on automated decision-making.

What if you do not provide personal data?

You have some obligations under your employment contract to provide the organisation with data. In particular, you are required to report absences from work and may be required to provide information about disciplinary or other matters under the implied duty of good faith. You may also have to provide the organisation with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights.

Certain information, such as contact details, your right to work in the UK and payment details, have to be provided to enable the organisation to enter a contract of employment with you. If you do not provide other information, this will hinder the organisation’s ability to administer the rights and obligations arising as a result of the employment relationship efficiently.

Who has access to data?

Your information will be shared internally, including with members of the HR and recruitment team (including payroll), your line manager, managers in the business area in which you work, first aiders and IT staff if access to the data is necessary for performance of their roles.

The organisation shares your data with third parties in order to obtain pre-employment references from other employers, obtain employment background checks from third-party providers and obtain necessary criminal records checks from the Disclosure and Barring Service. The organisation may also share your data with third parties in the context of a sale of some or all of its business. In those circumstances the data will be subject to confidentiality arrangements.

The organisation also shares your data with third parties that process data on its behalf in connection with payroll and the provision of benefits.

EQUALITY AND DIVERSITY – During the term of your employment we will share your equality and diversity data with the Solicitors Regulation Authority annually. Please note that we do not provide any personal identifiers to them.

In addition, we are sometime required to pass some of your information to third parties in the following form:

LENDERS PANELS AND OTHER MEMBERSHIPS / PORTALS ETC – We are required to pass on some of your personal information to third parties such as Mortgage Lenders Panels, CQS etc. The majority of the time you will be asked to provide written consent to enable us to complete these applications. However, there are occasions where you will not be asked to provide additional consent. The following is the type of personal information we may be asked to provide: name, address, date of birth, start date, qualification, career history.

REFERENCES – Should your employment with Dunn & Baker LLP terminate we will pass on the following details to your new employer: name, dates of employment, days of sick leave, job title.

MARKETING – We may publish your photo, work contact details and a statement about you professionally on the firm’s website. We may also publish articles in the internet (social media / online newspapers / website) which contain your professional photograph, work contact details and details about you professionally.

REFERENCES – Should your employment with Dunn & Baker LLP terminate and should we be asked to do so by your new employer, we will pass on the following details: name, dates of employment, days of sick leave, job title. Please note we will only be able to provide references for up to 6 years after your employment ends with Dunn & Baker LLP.

The organisation will not transfer your data to countries outside the European Economic Area.

How does the organisation protect data?

The organisation takes the security of your data seriously. The organisation has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.  We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

Where the organisation engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

For how long does the organisation keep data?

The organisation will hold your personal data for the duration of your employment. The periods for which your data is held after the end of employment are set out in the organisations Data Retention  Policy.

Your rights

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request;
• require the organisation to change incorrect or incomplete data;
• require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
• object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing; and
• ask the organisation to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation’s legitimate grounds for processing data.

Please contact the Managing Partner if you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice.  You also have the right to ask for some but not all of the information we hold and process to be erased in certain circumstances. Please contact the Managing Partner if you require further information about the right to be forgotten if you ask for it.

We hope that we can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.