Legal Administrator

Term: Permanent
Working hours: Full-time
Department: New Homes Team
Location: Uxbridge

IBB’s Real Estate group covers a range of development and commercial property work with a number of partners ranked as leaders in their field. The group is divided into five teams:

  • The residential development division of the group is led by Vivien Rimmer with two further  partners, two senior solicitors, three solicitors and a trainee solicitor
  • The new homes division comprises two senior solicitors, five conveyancers, and eight legal administrators
  • The  commercial real estate team  includes a specialist commercial development team headed by four partners, two senior solicitors, three solicitors and a trainee solicitor
  • A large property litigation team led by two partners, a senior solicitor, two solicitors and a trainee; and

A specialist construction team comprising one partner, a consultant, one senior solicitor, one solicitor, and a trainee solicitor

Job Purpose

This is a central support role working with partners, solicitors and other support staff across the real estate group undertaking a number of key routine and non-routine tasks.  

Key Responsibilities
  • Assisting with fee-earning work under supervision. In particular:
  • Progressing open market plot sales from issue of contract pack to post  completion.
  • Drafting the relevant form of contracts, lease collation and preparing the contract pack including evidence of title;
  • Responding to routine enquiries raised by buyers, solicitors and clients;
  • Progressing sale to exchange and completion matters including liaison with solicitors and advising clients;
  • Preparing completion statements and bills;
  • Dealing with post completion notices and formalities;
  • Acting as the primary interface with clients and all third parties managing their expectations, liaising and keeping them informed as to the progress of the transaction;
  • Being responsible for the preparation of regular client reports;
  • Dealing wherever appropriate professionally and articulately with client enquiries and communications demonstrating at all times a sound understanding and knowledge of the nature of the clients business and the relevant sales products.

Providing administrative assistance, as appropriate, including:

  • Administering filing which will include daily filing and the opening, closing, storage and retrieval of client files in accordance with the detailed procedures;
  • Preparing mail and closures for dispatch;
  • Attending clients both in person and on the telephone and providing such support in a professional and friendly manner in keeping with the firm's standards for client care;
  • Undertaking any specific training when required to do so and having a responsibility towards self-development;
  • Ensuring the confidentiality of all the firm's and client's documentation and information;
  • Dealing with enclosures, scanning and uploading of documents to the extranet site; and
  • Undertaking any other suitable work for the firm as and when requested


Person Specification


Legal administrators are expected to use a high degree of self-management and initiative and have a responsive and proactive approach to the work.

  • Educated to A level standard or equivalent

Skills and Experience

  • Strong oral and written communication skills with the ability to adapt communication style to suit the audience (essential)
  • Previous experience of working in a law firm would be an advantage but this is not essential as training will be provided.
  • Knowledge and understanding of plot sales, regulation and procedures (not essential);
  • Advanced working knowledge of Microsoft applications including Outlook, Word, Excel and PowerPoint and the ability to audio type.
  • Highly literate and numerate with the ability to read and assimilate complex written information
  • Well organised and able to work to deadlines whilst maintaining the highest quality standards and attention to detail
  • Experience of using a legal Practice Management System (desirable)
  • Strong proof reading skills
  • Good administration skills
  • Legal research skills

£20,000 per annum.