Legal Administrator

Experience level: Entry Level
Term: Permanent
Working hours: Full-time
Department: Wills, Trusts and Probate
Location: Chesham

IBB is Buckinghamshire’s largest 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 Chesham in South Buckinghamshire serving private clients and the local business community as well as two others in each of Reading and Uxbridge for all aspects of private client, corporate, charity, employment, IT/IP, real estate and community legal services. 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.

High net worth private clients form a significant part of the client base for IBB’s private practice. Services including wills, probate, tax, trusts, estate planning and property advice for individuals. Work is also undertaken for institutional clients. The team is particularly strong in its Court of Protection work. Five of the team are members of STEP. Other related teams with whom there is a close working relationship are contentious probate, charities, employment and personal injury.


Role Description

This is a central support role working with partners and lawyers across the Wills, Trusts, Probate and Court of Protection team who undertake many key routine and non-routine tasks.  

Key Responsibilities

1.         Legal tasks as required including:

  • Drafting documents including wills, lasting powers of attorney, witness statements, oaths, estate accounts
  • Loading information onto and using the probate tool
  • Recording chargeable and investment time
  • Preparing standard correspondence and documents on matters
  • Liaising with clients by email, telephone and in person
  • Assisting solicitors and other fee earners
  • Conducting legal research using tools such as LexisNexis and Lawtel Westlaw.
  • Checking lengthy documentation and proofreading as required
  • Completing legal forms.

2. Administrative tasks to include:

  • 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
  • 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
  • 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)
  • Time recording

3.         Any other duties as and when required.

Person Specification


  • Ideally Post graduate level (preferably law) LPC, legal executive qualifications or experience as a Legal Administrator


  • Advanced working knowledge of Microsoft applications including Word, Excel and PowerPoint
  • Experience of using a legal Practice Management System is a distinct advantage
  • Strong communication skillsHighly literate and numerate with the ability to read and assimilate complex written information
  • Strong legal research skills
  • Focussed on accuracy and attention to detail with the ability to proof-read
  • Well organised and able to work to deadlines and guidelines