Legal Administrator

IBB has a reputation for representing significant clients in complex legal matters. Our practice areas span commercial, employment, charities, commercial and residential real estate, family, private client, and community legal services. The firm and its partners are ranked highly by independent legal guides Chambers & Partners and Legal 500.

The Private Client Group

High net worth private clients form a significant part of the client base for IBB’s private practice. Services include family/ matrimonial, wills, probate, tax, trusts, estate planning, and property advice for individuals. Work is also undertaken for institutional clients. The Private Client Group has a presence in our Uxbridge and Chesham office.

Job Purpose

This role will support all fee earners in the team on all administrative matters undertaking a number of key routine, non-routine and project related tasks.  The role may also have a time target and this will be explained further to the successful candidate. See below for further details. The role will be based in Uxbridge but may involve some travel to our office in Chesham. 

The role will also pro-actively support, liaise and work with the six fee earners in the Family and Matrimonial team on the end to end billing process of individual client files to ensure timely and efficient billing of files

Billing tasks to include:

• Regularly and pro actively  liaising with fee earners to ensure that client monies are taken on account
• Preparation of bills in accordance with IBB procedures, to include collating disbursement receipts, liaising with accounts and preparing all documentation to be sent to the client in accordance with defined procedures
• Closing of files, filing and general housekeeping of files including checking and writing off balances on files that are ready for closure
• Dealing with telephone queries from clients and accounts in relation to bills

Administrative tasks to include:

• Audio and copy typing.
• File opening in accordance with IBB procedures to include data input, completion of internal forms and procedures, preparation of anti-money laundering documentation, setting up the paper file and file labels, preparing the initial letters for fee earner review
• File closing in accordance with IBB procedures to include data input, checking ledger balances, filleting files, returning client documents, completion of internal forms
• Filing time sheets, incoming correspondence, outgoing copies, invoices, reports and paper files in/out of the filing system. Assisting with file checking and organising in preparation for semi-annual quality audits.
• Checking deeds in and out of the deeds storage facility. Collecting deeds from the floor and returning them to storage.
• Printing, scanning, copying documents. Generally liaising with the document management centre on document production/collation tasks.
• Ad hoc data input as and when required (CRM and PMS)

Legal tasks as required including:

• Checking lengthy documentation and proofreading as required
• Completing legal forms.

Any other duties appropriate to the role of a Legal Administrator.

Education

• Good GCSE ( A-C in Maths and English)
• Good A Levels or equivalent
• Post graduate level (preferably law), LPC qualified or legal executive qualifications – desirable although not essential.

Experience and Skills

• Previous experience of Family / Financial Remedy work within a privately funded department (desirable but not essential)
• Advanced working knowledge of Microsoft applications including Word, Excel and PowerPoint;
• Experience of audio and copy typing (essential)
• Experience of using a legal Practice Management System is a distinct advantage
• Strong communication skills
• Highly literate and numerate with the ability to read and assimilate complex written information
• Focussed on accuracy and attention to detail with the ability to proof-read
• Well organised and able to work to deadlines and guidelines
• Solid stakeholder management skills with an ability to create & maintain relationships across the team and group
• Ability to keep calm under pressure
• Excellent verbal and written communication skills
• Proactive in approach / positive ‘can do’ attitude
• Ability to problem solve and have a results orientated approach
• Highly process driven with a passion for continuous improvement
• Administration experience
• Systems orientated