Legal Administrator

3 weeks ago

United Kingdom IBB Law LLP Full time

Our Private Client group is based across our Uxbridge, Beaconsfield, and Ascot Offices. The Group Head for Private Client is Shital Mehta. The head of the Residential Conveyancing Team is Gary Bunce.

The Private Client group is recognised as a regional heavyweight and includes a Family, Estate, Planning, and a High Net Work Residential Property team all of which are headed by partners.

This is a support role working with partners, fee earners and non-fee earners across the Residential Conveyancing team undertaking a number of key routine and non-routine tasks.

Key Responsibilities

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, checking ledger balances, filleting files, returning client documents.
  • Preparation of bills in accordance with IBB procedures and preparing any documentation to be sent to the clients (such as time sheets).
  • Scanning and filing incoming post and assisting in preparation of outgoing post.
  • Requesting deeds from storage facility via online requests. Taking delivery of deeds from store and returning them to storage.
  • Scheduling of deeds and documents.
  • Requesting property search packs with online providers such as Infotrack/Searchflow.
  • Obtaining copy documents from the Land Registry, Local Authorities, Management Companies and Companies House as required.
  • Printing, scanning, copying documents generally if required.
  • Contacting mortgage lenders regarding client mortgage applications/updating transaction information online via mortgage lender’s portals.

Legal tasks as required including:

  • Assisting with completions and post completion tasks including, but not limited to, arranging bank transfers, corresponding with clients, estate agents and other law firms regarding transaction completions.
  • Preparing draft contract packs for fee earner review.
  • Drafting legal documents such as transfer deeds for fee earner review.
  • Drafting SDLT returns for fee earner review.
  • Submitting SDLT returns and arranging payment of any tax due.
  • Dealing with preparation and submission of online Land Registry registration applications for transfers and leases.
  • Preparation of completion statements for fee earner review.
  • Conducting legal research using tools such as Practical Law, LexisNexis, Lawtel and Westlaw.
  • Checking lengthy documentation and proofreading as required.
  • Liaising with mortgage lenders regarding mortgage advances.
  • Liaising with clients and other interested parties when required by fee earners.
  • Any other duties appropriate to the role of Legal Administrator.
Person Specification

Qualifications

  • Law Degree, LPC Qualified or Legal Executive qualifications (highly desired)

Skills and Experiences

  • Experience as an employed Legal Administrator or Paralegal (highly desirable) 
  • Previous experience of Residential Conveyancing work (highly desirable)
  • Advanced working knowledge of Microsoft applications including Word and Excel
  • Experience of using a legal Practice Management System (highly desirable)
  • Highly literate and numerate with the ability to read and assimilate complex written information
  • Focussed on accuracy and attention to detail with the ability to proof-read
  • Well organised and able to work to deadlines and guidelines
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