Legal Administrator

at  IBB Law

Term: Permanent Working hours: Full-time Department: Wills, Trusts and Probate Location: Beaconsfield
IBB Law is not your usual law firm. We work hard to understand our clients and deliver the best solutions to let them get on with what matters to them most – be that personally or in their businesses. We have one foot in the Thames Valley and the other in the thriving inward investment market of West London. Close to Heathrow, we are perfectly placed to support businesses, both regionally and across the UK. We are a modern law business that is proud of the people we work with – both our clients and our employees. We care about the communities we serve and take time to reach out to those in trouble through our community legal services. We provide expertise in commercial, property and private client law.
This is an administrative role supporting and working with partners and lawyers across the Wills, Trusts, Probate and Court of Protection team, each of whom has a caseload including both routine and more complex legal work in this area.
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.

1. 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 onto PMS (SOS Connect) and RMS (Records Management System.

1. Any other duties as and when required.
   Person Specification

QUALIFICATIONS

• Educated to degree level standard or equivalent, preferably in law.

SKILLS AND EXPERIENCES

• 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 skills
• Highly 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
• Excellent written and verbal communication skills
• A high level of IT proficiency
• Good time management skills
• High level of accuracy and attention to detail
• Ability to work effectively independently or as part of a team
• Strong interpersonal skills
• Willingness to proactivity take ownership of own learning and development
• Commercial awareness

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 onto PMS (SOS Connect) and RMS (Records Management System