Legal Administrator

at  IBB Law

Term: Permanent Working hours: Full-time Department: New Homes Team Location: Uxbridge
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 a central support role working with partners, solicitors and other support staff across the real estate group undertaking a number of key routine and non-routine tasks.

Key Responsibilities

• Assisting with fee-earning work under supervision, in particular
• Progressing open market plot sales from issue of contract pack to post completion
• Drafting the relevant form of contracts, lease collation and preparing the contract pack including evidence of title;
• Responding to routine enquiries raised by buyers, solicitors and clients;
• Progressing sale to exchange and completion matters including liaison with solicitors and advising clients;
• Preparing completion statements and bills;
• Dealing with post completion notices and formalities;
• Acting as the primary interface with clients and all third parties managing their expectations, liaising and keeping them informed as to the progress of the transaction;
• Being responsible for the preparation of regular client reports.
• Dealing wherever appropriate professionally and articulately with client enquiries and communications demonstrating always a sound understanding and knowledge of the nature of the client’s business and the relevant sales products.
• Providing administrative assistance, as appropriate, including:
• Administering filing which will include daily filing and the opening, closing, storage and retrieval of client files in accordance with the detailed procedures;
• Preparing mail and closures for dispatch;
• Attending clients both in person and on the telephone and providing such support in a professional and friendly manner in keeping with the firm’s standards for client care;
• Undertaking any specific training when required to do so and having a responsibility towards self-development
• Ensuring the confidentiality of all the firm’s and client’s documentation and information.
• Dealing with enclosures, scanning, and uploading of documents to the extranet site; and
• Undertaking any other suitable work for the firm as and when requested.

Person Specification

QUALIFICATIONS

Legal administrators are expected to use a high degree of self-management and initiative and have a responsive and proactive approach to the work.

• Educated to A level standard or equivalent

SKILLS AND EXPERIENCES

• Strong oral and written communication skills with the ability to adapt communication style to suit the audience (essential)
• Previous experience of working in a law firm would be an advantage but this is not essential as training will be provided.
• Knowledge and understanding of plot sales, regulation and procedures (not essential);
• Advanced working knowledge of Microsoft applications including Outlook, Word, Excel and PowerPoint and the ability to audio type.
• 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 (desirable)
• Strong proof-reading skills
• Good administration skills
• Legal research skills

• Assisting with fee-earning work under supervision, in particular
• Progressing open market plot sales from issue of contract pack to post completion
• Drafting the relevant form of contracts, lease collation and preparing the contract pack including evidence of title;
• Responding to routine enquiries raised by buyers, solicitors and clients;
• Progressing sale to exchange and completion matters including liaison with solicitors and advising clients;
• Preparing completion statements and bills;
• Dealing with post completion notices and formalities;
• Acting as the primary interface with clients and all third parties managing their expectations, liaising and keeping them informed as to the progress of the transaction;
• Being responsible for the preparation of regular client reports.
• Dealing wherever appropriate professionally and articulately with client enquiries and communications demonstrating always a sound understanding and knowledge of the nature of the client’s business and the relevant sales products.
• Providing administrative assistance, as appropriate, including:
• Administering filing which will include daily filing and the opening, closing, storage and retrieval of client files in accordance with the detailed procedures;
• Preparing mail and closures for dispatch;
• Attending clients both in person and on the telephone and providing such support in a professional and friendly manner in keeping with the firm’s standards for client care;
• Undertaking any specific training when required to do so and having a responsibility towards self-development
• Ensuring the confidentiality of all the firm’s and client’s documentation and information.
• Dealing with enclosures, scanning, and uploading of documents to the extranet site; and
• Undertaking any other suitable work for the firm as and when requested