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Senior Legal Administrator

Term: Permanent
Working hours: Full-time
Department: Commercial Real Estate
Location: Uxbridge

IBB’s Real Estate group covers a range of development and commercial property work with 10 partners ranked as leaders in their field.  The group has approximately 40 fee earners who are divided into five teams.  These teams are the Residential Development team, Commercial Real Estate Team, Real Estate Dispute Resolution, Construction and New Homes team.

The Administrative Support Team

The Administrative Support team provides hands on administrative support to the Real Estate Group.  Many of the fee-earners in the group are largely self-sufficient and a facility exists for pure typing function to be outsourced overseas.  The Administrative Support team is led by the Support Manager with a team currently comprising of a team of Senior Legal Administrators and one Legal Administrator.

Working closely with the Support Manager you will provide assistance in organising efficient workflows, together with being the first point of contact for queries from legal administrators and fee earners.  In addition to undertaking Legal Administrator tasks, the individual is expected to undertake more complex document amendment work and assist fee earners in all non-fee earning tasks.

In times of absence the post-holder will be expected to deputise for the Support Manager and provide relevant support and guidance to ensure that the work completed by other legal administrators is of a high standard.

The purpose of this role is to undertake and deliver a high standard of efficient administrative support to the Real Estate group in line with IBB’s standards of performance and client service. This will include the production of large documents, complex document collation, preparation of document court bundles and preparation of applications to Land Registry and HMRC.

This is a central support role working with partners, lawyers and other support staff across the real estate group undertaking many key routine and non-routine tasks and providing senior administrative level support to the group.

As this role supports a number of fee earners, the post holder will be expected to work in a flexible manner to deal with a high volume workload and deadlines.

This is a central support role working with partners, lawyers and other support staff across the real estate group undertaking many key routine and non-routine tasks and providing senior administrative level support to the group. 

Key Responsibilities

1.  Administrative Tasks to include:

(a)  Providing time critical typing, complex document preparation and administrative support for the entire group;

(b)  Production of bespoke correspondence (this may include some drafting and does not normally include material that can be outsourced);

(c)   Requesting and tracking the progress of searches with online providers such as NLIS, Land Registry Direct and Companies House. Returning the results to the fee earner and filing copies.

(d)  Attending to clients in person/by telephone on behalf of the Partners/Fee Earners as and when necessary;

(e)  Participating in cross firm projects as and when required.

(f)    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

(g)  File closing in accordance with IBB procedures to include data input, checking ledger balances, filleting files, returning client documents, completion of internal forms

(h)  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

(i)    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 quality audits.

(j)    Checking deeds in and out of the deeds storage facility. Collecting deeds from the floor and returning them to storage.

(k)   Printing, scanning, copying plans and deeds. Generally liaising with the document management centre on document production/collation tasks.

(l)    Ad hoc data input as and when required (CRM and PMS)

(m) Preparing outgoing mail and enclosures for dispatch;

(n)  Routine co-ordination of diary events with principle Partners/Fee Earners;

a.    Handling internal/external meetings/bookings;

b.    Keeping up to date on Partner/Fee Earner absences in order to respond to client queries;

c.     Highlighting conflicting commitments and support with achieving alternative solutions.

2. Legal tasks as required including:

(a)  Conducting simple legal research using tools such as LexisNexis and Lawtel Westlaw.

(b)  Checking lengthy documentation and proofreading as required

(c)  Assisting with site setups, scheduling of deeds and documents, preparing end of deal bibles and bundles of documents, including court bundles.

(d)  Completing legal forms.

(e)  Any other duties as and when required

Person Specification

Education

  • GCSE’s (at A*- C, English and Maths essential)
  • A Levels (preferable)
  • Graduate level qualifications (preferably in law)
  • LPC a distinct advantage

Skills and Experience 

  • Previous experience of working in a law firm essential

  • Demonstrable ability to deliver a high output of work within a demanding environment and the ability to understand and adapt to the pressures and priorities of those that are being supported
  • Experience of preparing complex correspondence and documents with using own initiative and with instruction where relevant
  • Strong proof reading skills
  • Legal research skills
  • Advanced working knowledge of Microsoft applications including Outlook, Word, Excel and PowerPoint and the ability to audio type.
  • Strong oral and written communication skills (essential) with the ability to the ability to adapt communication style to suit the audience – excellent stakeholder management skills
  • Excellent team player and knowing when to ‘step in’ and assist other team members
  • 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