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Legal Administrator

2 months ago

Uxbridge, United Kingdom IBB Law Full time

Term: Permanent Working hours: Full-time Department: Family and Matrimonial Location: Uxbridge
Our Private Client group is based across our Uxbridge, Chesham, and Ascot Offices. The Group Head for Private Client is Amanda Melton.

Jolene Hutchison heads IBB’s family team. The team handles a range of privately funded work representing clients on marital breakdown issues covering divorce, financial remedy, private children law issues and wealth protection in the form of pre-and post-nuptial agreements. There is a mix of mid to high-net-worth cases. Ranked as a leading team in Chamber & Partners and the Legal 500 and recently shortlisted in Family Law of the Year South in 2020.

The wider Private Client group is recognised as a regional heavyweight and includes a specialist Estate Planning team, a High-Net-Worth Residential Property team, Contentious Probate team and an Education Law team.

The primary purpose of the role is to pro-actively support, liaise and work with the fee earners in the Family and Matrimonial team.

This role will also support the other legal administrators in the team on all administrative matters undertaking a number of key routine, non-routine and project related tasks.

Key Responsibilities
1) Administrative tasks to include:

- Handling initial client enquiries.
- 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.
- Filing 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.
- Ad hoc data input as and when required (CRM and PMS)
- Taking telephone calls
- Supporting other members of the team where appropriate

2) Billing tasks to include:

- Supporting the team billing clerk where appropriate. 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
- Assisting partners/solicitors with file closing admin.
- Dealing with telephone queries from clients and accounts in relation to bills

3) Legal and related tasks as required including:

- Checking lengthy documentation and proofreading as required
- Completing legal forms such as Form E, Land Registry Forms etc.
- Talking with client’s and taking instructions where appropriate and recording these instructions effectively.
- Managing the file on the system
- Meeting time-recording and billing targets
- Attending Court with Counsel
- Attending client meetings with the fee earner to take notes and manage any follow up work required
- Booking conferences with chambers and meetings with clients
- Liaising with the Court
- Liaising with the fee earner

Person Specification
**Qualifications**

Educated to degree level standard or equivalent preferably in Law.

**Skills and Experience**
- Previous experience of Family work within a privately funded department (desirable but not essential)
- Previous Legal Administrator or Paralegal experience (essential)
- Ability to keep calm under pressure and work with emotional clients
- Excellent verbal and written communication skills
- Proactive in approach / positive ‘can do’ attitude
- Ability to problem solve and have results orientated approach
- Highly process driven with a passion for continuous improvement
- Experience of using a legal Practice Management System is a distinct advantage
- Highly literate and numerate with the ability to read and assimilate complex written information
- Focused on accuracy and attention to detail with the ability to proof-read
- Ability to work as a team and independently
- Well organised and able to work to deadlines and guidelines
- An ability to create & maintain relationships across the team and group
- Would suit someone looking to progress to a training contract or be considered for the SQE