Job Description : Legal Services and Local Land Charges Administrator

Transcription

1 Job Description : Legal Services and Local Land Charges Administrator Waverley is an ambitious authority, committed to being one of the leading Councils in the country at a time of major change by developing a high performing, highly engaged staff team to share the organisation s values and deliver our corporate objectives. JOB DESCRIPTION Job title: Service: Team: Location: Reporting to: Legal Services and Local Land Charges Administrator Policy and Governance Legal Services & Local Land Charges The Burys, Godalming, Surrey, GU7 1HR Legal Business Manager Responsible for: OUR ORGANISATIONAL VALUES Openness Excellence Fairness Team Work Taking Ownership In Waverley we value openness and honesty where communication is clear and constructive and actions are transparent. In Waverley we value excellence, working in a consistent and professional way to achieve the highest standards possible, taking the time to recognise and celebrate success. In Waverley we value fairness and respect, working with integrity to ensure that everyone is treated well and has equal access to the opportunities available. In Waverley we value team work and collaboration, with approachable staff actively contributing to our shared corporate goals. In Waverley we value taking ownership, where everyone feels personally committed to issues at hand and is working towards a positive outcome PRINCIPAL PURPOSE OF THE ROLE 1 P a g e To be a member of a team of two full-time and one part-time staff dealing with searches of the Local Land Charges Register that is responsible for the day-to-day receipt, processing and issue of search certificates and replies to supplementary enquiries. Searches are made by solicitors and personal search companies when properties are

2 being sold to identify matters such as nearby road proposals, Tree Preservation Orders, planning restrictions, etc. To help enable an accurate, economic, efficient and effective Legal Service and Local Land Charge for the Borough. MAIN DUTIES AND ACCOUNTABILITIES To receive and log searches and to prepare replies and ensure accuracy of responses before despatch by individually checking prior to signing on behalf of the Executive Director and filing completed Search Certificates. Personal Searches to search GIS, (Geographical Information Systems) e.g. Mapinfo Professional. Deal with any correspondence and additional enquiries arising from Searches. Supplying copies of agreements to solicitors when required. Update and maintain the Local Land Charges Register. Provide miscellaneous information on all properties throughout the Borough to all Council services whenever required. Process Notices of Transfer and charge upon receipt. Assist with processing of mortgage redemptions. Lease completion work for Legal Services Provide assistance with the preparation of court bundles and letters Ensure the deeds room is maintained in good order, including checking and recording any missing deed packets. Legal archiving of paper based files to Legal Services case management system (Iken). Book monthly Legal Service & Land Charges team meetings. Support with typing the Unilateral Undertakings using the case management system. Oversee the scanning of deed packets by the Scanning department into Comino document imaging system. To assist with the maintenance of the legal library including filing loose leaf encyclopaedia library updates. Retrieval and safely filing away of legal deeds and agreements in the deeds room. Sending out deed documents to external providers of legal services. Daily scanning of post and its distribution. Regular stock taking and maintenance of stationery cupboard. Photocopying and filing as and when required. Sealing of the Council s legal documents and other duties as may be required from time-to-time. Health and Safety Comply with all Health and safety legislation for your area of work, ensuring that risks are identified, managed and monitored as required. DIMENSIONS OF THE ROLE 2 P a g e The team consists of two full-time and one part-time member in the Legal Services and Local Land Charges Team. Local Land Charge searches per week at present. Daily usage of Iken legal case management system.

3 Library updates ensuring library is available to the Legal Services team is variable but in the region of 8-10 per month. Sealing of legal documents Twice a week or more frequently. AREAS OF ACCOUNTABILITY/PROBLEM SOLVING DECISION MAKING / SCOPE FOR IMPACT The nature of the work means that you must be able to work accurately and be selfmotivated. You will be expected to ensure that all documentation received into the department is distributed promptly to avoid any delay in responding and missing corporate targets. Ensuring that correct authority has been cited when performing sealing on behalf of the Legal Services Team. PLANNING/ORGANISING/CONTROLLING Providing information to a range of customers, both internal and external. Diarising team meetings for the Department. CUSTOMERS AND CONTACTS INTERNAL All Waverley Services, including the Corporate Management Team, Heads of Service and service managers. EXTERNAL Solicitors, applicants, Search Agents, Borough Councillors, Members of the public. SERVICE/TEAM STRUCTURE Borough Solicitor Legal Business Manager P/T Legal Executive Lawyer Lawyer Planning Lawyer x2 P/T Property Lawyer Local Land Charges Administrator Local Land Charges Administrator P/T Legal Services & Local Land Charges Administrator- This post Information Rights Coordinator 3 P a g e

4 PERSON SPECIFICATION Candidates must be able to fully demonstrate all essential criteria within their application form to be shortlisted for this role. PERSON SPECIFICATION ESSENTIAL CRITERIA HOW DESIRABLE CRITERIA HOW ASSESSED ASSESSED QUALIFICATIONS/ EDUCATION / TRAINING / EXPERIENCE Education to GCSE standard or equivalent. A KNOWLEDGE /TECHNICAL SKILLS Demonstrate competence of work experience with a computerised database. Computer literacy skills. Ability to work quickly and accurately with excellent attention to detail. Experience of legal administrative work. A working knowledge of Local Government Experience of local land charges work. Knowledge of Safeguarding I COMMUNICATION Ability to deal and communicate with people on all levels in person or on the telephone/writing. Good interpersonal skills. Understanding of and commitment to promoting equality and diversity in service delivery and employment. I CUSTOMER SERVICE Deals with customers in accordance with our commitment to equality Committed to customer 4 P a g e

5 care and the provision of quality service. TEAM WORKING Ability to work well in a team. MANAGING SELF AND OTHERS CAN DO APPROACH / ACHIEVING RESULTS Methodical/systematic. A flexible approach to the need to vary daily tasks to achieve overall performance requirements and a willing attitude. Ability to work under pressure on occasion. Ability to interpret accurately and act upon instructions received. SPECIAL REQUIREMENTS For business continuity purposes you are required to have access to the internet at home via broadband on a PC, laptop or tablet. Ability to deal with coloured documents. How assessed A = Application CV/Personal Statement C = Certificates/professional Registration D = DBS police check E = Exercise I = Interview M = Medical assessment 5 P a g e

6 Basic Disclosure Clearance- Government Requirement for Accessing Council and Government Data To comply with the Public Sector Networks (PSN) Code of Connection, Waverley Borough Council, like other public organisations, need to undertake basic disclosure checks for unspent convictions only, in respect of those staff who will access our IT systems. As a result, a Police Act Disclosure form, together with Guidance Notes, will be sent to you if you are successful in the appointment of this post. For Official Use only Job title: Legal Services and Local Post no: AG12 Land Charges Administrator Service: Policy & Governance JE score: 157 Team: Legal Services & Local Land Pay band: 10 Charges Location: The Burys Position type: Part time Godalming, (if part time, working 18.5 Hours/Five day week Surrey GU7 1HR pattern) Competencies: Communication: 1 (level 1 4) Customer Service: 1 Team Working: 1 Managing Self and Others: 1 Can do approach/results 1 REVIEWED BY: Robin Taylor DATE: 27/04/16 CHECKED IN: Employee Services this? DATE: 27/04/16 LAST UPDATED: DATE: 6 P a g e