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Document Management Assistant

4 months ago

Uxbridge, United Kingdom IBB Law Full time

Experience level: Entry Level Term: Permanent Working hours: Part-time Department: Real Estate 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.

**JOB SHARE - 2- 3 days per week**

This is an exciting opportunity for a methodical, organised and efficient administration support person to join IBB. This is a central support role working with partners, solicitors and other support staff across a busy real estate group undertaking a number of key routine and non-routine tasks.

Key Responsibilities
- Assisting the entire group with the efficient photocopying, binding, faxing, printing, scanning, filing and document management of correspondence, plans, deeds and documents on both contentious and non-contentious matters. For non-contentious matters this will include the scanning and electronic filing of deeds and documents onto internal systems and client portals. For contentious matters this will include assisting with the preparation of exhibits for appending to Counsel’s instructions, witness statements and/or hearing bundles (as the case may require).
- 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 including maintaining a list of files sent to storage and sent away.
- 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 quality audits.
- Checking deeds in and out of the deeds storage facility. Collecting deeds from the floor and returning them to storage
- Ad hoc data input as and when required (CRM and PMS)
- Preparing outgoing mail and enclosures for dispatch
- Distributing incoming mail to the various different teams in the CP Group
- Checking lengthy documentation and proofreading as required
- Helping other team administrators in the CP Group where additional support is required
- Assisting with other general administrative duties as directed

Person Specification
**Qualifications**
- Ideally educated to a minimum GCE O level / GCSE standard (or equivalent) with a grade A - C in English Language and Maths
- We would welcome applicants who hold a relevant secretarial / administrative qualification e.g. City and Guilds, Pitman, NVQs (or equivalent)

**Skills and Experience**
- Excellent organisational skills with the ability to use own initiative and work with limited supervision and able to work to deadlines whilst maintaining the highest quality standards and attention to detail.
- Experience of working in a data entry, archiving, office support of document management function preferred.