Legal Administrator

Term: Permanent
Working hours: Full-time
Department: Personal Injury and Clinical Negligence
Location: Uxbridge

IBB is Heathrow’s closest major law firm and a Thames Valley heavyweight. It is a full-service firm, working for clients all over the South East of England. IBB has three offices, one in each of Uxbridge and Reading for corporate, charity, employment, IT/IP, real estate, private client and community legal services, the other in South Bucks for private clients. IBB boasts one of the region’s largest real estate teams outside of London and a corporate team working with UK headquarters of multinationals and large SMEs based in the South East. IBB handles complex work with great attention to detail and high quality client service. The firm has a clear vision to understand what our clients want and to deliver the best service possible through our legal professionals, support staff and technology. IBB’s partners are recommended in the legal directories as leading individuals in their fields and there are six accredited commercial mediators and one accredited family mediator within the firm. IBB is also ISO 9001:2000 and Lexel-accredited.

The team consists of fee earners with a extensive knowledge of personal injury and clinical negligence work. The team are members of the Association of Personal Injury Lawyers (APIL), the Spinal Injuries Association, the Association of Child Abuse Lawyers and Headway, the brain injury association. The team has strong expertise in complex and high value personal injury and clinical negligence claims.

Job Purpose

To provide broad administrative support to fee-earners and help maintain a high quality legal service to clients on all aspects of personal injury and clinical negligence claims.  

Key Responsibilities
  • Supporting fee-earners via telephone and email
  • Ensuring the operational efficiency of the team by arranging appointments, booking events and general diary management
  • The production of internal and external correspondence using own initiative and with instruction where relevant
  • Be the first point of contact for incoming telephone and email enquiries progressing all enquires promptly  
  • Embracing and adopting new administrative and technology processes to increase efficiency within the team
  • Printing, scanning, photocopying documents. Generally liaising with the document management centre on document production/collation tasks.
  • File opening in accordance with IBB procedures to include data input, completion of internal forms and procedures, preparation of AML documentation, file creation and 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
  • To ensure that all chargeable work is properly recorded on client matters  
  • 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.
  • Maintain professional standards as stipulated by The Law Society’s client care directive and adhere to the firms’ own internal policies to ensure exemplary client care is maintained at all times
  • Assisting lawyers in the team with carrying out preliminary investigations into liability and quantum, including research
  • Taking instructions from clients, preparing witness statements, corresponding with client and others, including the court and experts
  • Establish and maintain professional relationships with clients
  • Under supervision drafting schedules of   financial loss
  • Entering into correspondence and negotiation with insurers and solicitors
  • To keep abreast of all professional developments through participation in team training meetings, team activities and events as appropriate.
  • Undertaking any other suitable ad hoc duties
Person Specification


  • Good passes in Maths and English at GCSE level or equivalent


  • In excess of three years proven secretarial or administrative experience within a professional environment
  • Strong administrative skills gain through previous employment
  • Strong experience in a client or customer service facing role will be advantageous


  • Intermediate working knowledge of Microsoft applications including Word and Excel and PowerPoint
  • Strong oral and written communication skills with the ability to adapt communication style to suit the audience
  • Excellent telephone manner
  • The ability to research and assimilate complex written information
  • Focussed on accuracy and attention to detail with the ability to proofread
  • Conscientious, proactive and organised
  • Ability to work on own initiative, prioritise workload and meet deadlines
  • Ability to work well under pressure 
  • Interest in the law and legal services provided by the firm