Conveyancing Audit Report Analyst

A leading UK law firm with a network of offices from the South Coast to Scotland, working together as one national team. An innovative practice and the first top 50 law firm to achieve “Platinum Standard” Investors in People, our values and culture are not just words on our website but are the heartbeat of the firm. The lack of barriers between departments, a real lack of hierarchy, zero tolerance for arrogance makes Shoosmiths a fantastic place to work.

Shoosmiths Private Client Conveyancing Team offers a highly professional conveyancing service designed to make the process of buying or selling property as efficient and stress-free for their clients.

Shoosmiths remains the largest firm of conveyancing solicitors accredited under the Law Society's Conveyancing Quality Scheme. The conveyancing service provided by our Private Client Practice maintains the same high standards corporate clients have come to expect of Shoosmiths and is consistently commended in national consumer service awards.

To deliver the Department’s internal Management Information and Reports, identify training needs, and to provide admin and technical systems support to the Knowledge and training Team and the wider department.

• Reviewing Land Registry Restriction and Application Data, saving to internal systems (MV and CH10 uploads).  Sharing relevant data and analysing to find trends and training needs.
• Review the Conveyancing Feedback questionnaire and provide a monthly summary of feedback using MS Teams.
• Create and run regular reports on Shoosmiths systems (K2/SAP and other systems) and store in central location.
• Present reports in a helpful and attractive way to help staff manage their workload and identify training needs.
• Liaise with IS/Finance as required to create relevant reports for the Management Team.
• Share MI and report data in meetings or by email in various formats.
• Create tables graphs and slide show data that can be shared externally.
• Organise and book external training courses, and arrange payment of invoices if required.
• Upload details of free external Webinar training content onto the  firms intranet.
• Allocate lockers to new starter, and arrange to remove empty and reset when someone leaves.
• Save the firmwide, division, and departmental communications including Weekly Conveyancing News update, Lessons Learned, Query of Month to  the firms intranet (CH10) and keep the CH10 Knowledge Hub up to date.
• Organise and maintain the user list for the card payment system Border IVR.  Be the main point of contact to troubleshoot Border IVR queries, escalating directly to KeyiVR if required and keeping a central log of all issues and problems to identify training needs.  Also creating all new users on the Border IVR system.
• Audit the intranet CH10 every 6 months, ensuring all links and external content is still available and correct.
• Organise and open MS Teams and WebEx Meetings on behalf of the Knowledge and Training Team, and assist with presenting, slides, playing video content and Webinars.
• Audit email groups regularly and make relevant changes.
• Organise and set up New Starters to the Conveyancing Department, to include;-
• Liaise with K2 issues team to book system training for new starters dependent on team and location.
• Liaise with IS to organise log-ins for HMRC and HMLR
• Arrange access and log-in to InfoTrack, LMS, Lender Exchange, First Title, WRA, H2B ISA, H2B South, ULS, and other external platforms and portals.
• Adding all new Starters to correct email groups across the division, including work provider specific groups, and  correct K2 Email groups used for indents and finance system.
• Organise system changes when staff are promoted or move internally, including;-
• Add to correct email groups, and check IS have added them to the correct email groups.  Remove from any old/previous groups.
• Remove from old K2 Email groups used for indents and add to their new group.
• Create new email groups if required where new teams are created/added.
• If promoted to Legal Advisor, create new log-ins and access as required.
• When staff leave Shoosmiths and/or the department to arrange to deactivate leaver and their access on systems including Keyivr, Lender Exchange, LMS, InfoTrack, First Title, WRA, H2B ISA, H2B South, ULS, and others.

General responsibilities

• To be fully familiar with and follow the Department’s policies, procedures and processes
• To keep up to date on changes to systems, processes, and working practices within the department
• To work in accordance with Practice Standards
• Keep up to date on training needs (not just conveyancing), attending L & D and any external training programmes as necessary.
• Be responsible and accountable for own workload
• Recognise any potential issues and refer these appropriately
• Make use of firmwide support in consideration of Intranet and E learning to deliver best training practices
• Liaising with HR and L&D regarding new starters and leavers to the department and keeping records up to date

You will need the following skills and experience:-

• IT literate with experience of using Microsoft Office, WebEx, and Jabber
• Excellent skills with MS Teams, Excel and Powerpoint including the ability to convert data into graphs/tables and create online content
• Experience of Macroview, SAP, and K2 Conveyancing systems to a high level
• Experience of portals used in Conveyancing including InfoTrack, TM, HMLR, ULS, Lender Exchange, LMS and others
• Good written, numeracy and oral communication skills
• Accuracy and attention to detail
• Ability to prioritise, be organised and efficient
• Flexibility with the capability to adapt to change, new practices and cope under pressure but with the ability to recognise when to seek assistance
• Friendly and helpful approach
• To work with integrity and impartiality
• Ability to work unsupervised, producing high quality reports and audit data

Performance Standard

• Act at all times in accordance with the firm’s internal DevelopABLE criteria
• Treat your colleagues, clients and their customers and third parties with respect

Our approach to our people is underpinned by our approach to diversity, inclusion and well being. Our ambition is to build a diverse and ambitious workforce that reflects all backgrounds and talents, and a workplace that is supportive and inclusive, recognises and nurtures talent, and has a strong sense of community between colleagues.

This means that everyone who either applies to or works for the firm is treated equally, whatever their gender, age, ethnic origin, nationality, marital status, disability, sexual orientation or religious beliefs.