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 role working with Partners, lawyers, and other support staff across the Real Estate Group but support to the Real Estate Dispute Resolution team specifically and will include fee earning work where appropriate.
As this role supports a number of fee-earners, the post-holder will work in a flexible manner to meet deadlines for a high-volume workload and will be able to work in an adaptable manner to tailor the service provided to meet individual requirements.
In addition, the Legal Administratorwill have responsibility for maintaining and updating a key dates diary logging all the relevant dates and deadlines together with the appropriate reminders.
Key Responsibilities
Supporting and assisting Partners and fee earners on fee earning matters, where directed, working under supervision and recording time on files where appropriate
Providing time critical typing, complex document preparation and administrative support for the Real Estate Dispute Resolution team specifically
Production of bespoke correspondence
Managing workflow of non-fee earning administrative tasks, prioritising as appropriate and communicating with the Partners/fee-earners accordingly
Liaising with our colleagues within the outsourced overseas organisations, managing and assisting with workflows, delivery and enquiries, at present, specific to file opening and the provision of typing services
Requesting and tracking the progress of searches with online providers such as HM Land Registry (using the online business portal). Returning the results to the fee earner and filing copies
Scanning and electronic filing of deeds and documents onto internal systems and client portals and assist with the preparation of exhibits for appending to Counsel’s instructions, witness statements and/or hearing bundles (as the case may require)
Liaising with HM Courts and Tribunals Service, to include filing documents by post and via their e-filing portal
Attending to clients in person/by telephone on behalf of the Partners/fee-earners as and when necessary
Participating in cross firm projects as and when required
File opening in accordance with IBB procedures to include data input, completion of internal forms and procedures, preparation of anti-money laundering documentation, verification of ID documentation, 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
Paying third party disbursements, including experts’ and Counsels’ fees
The preparation of posting slips for monies in/out of client account, in accordance with IBB procedures
Filing incoming and outgoing correspondence, invoices, reports and paper files (when needed) 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. Preparing new deeds packets, including the scheduling of the relevant deeds and documentation
Printing, scanning, copying plans and deeds. Generally liaising with the Team Administrator and Group Document Administrator on document production/collation tasks
Preparing outgoing mail and enclosures for dispatch
Checking lengthy documentation and proof reading where required
Routine co-ordination of diary events (including the team’s Key Dates Diary) with principle Partners/fee-earners:
* handling internal/external meetings/bookings (including guest parking);
* keeping up to date on Partner/fee-earner absences in order to respond to client queries;
* highlighting conflicting commitments and support with achieving alternative solutions; and
* (some) assistance with event planning in support of our marketing and business development team.
Any other duties as and when required.
Person Specification
Qualifications
Good GCSE passes (five at A-C including English and Maths)
Educated to degree level standard or equivalent
Experience of working in a law firm in an office environment (preferably in Property Law)
Skills and Experiences
Previous experience of working in a law firm (preferably in Property Law).
Demonstrable ability to carry out a high and demanding turnover of work with the ability to adapt to provide a tailored service and understand the pressures and priorities of those that are being supported.
Experience of preparing complex correspondence and documents with using own initiative and with instruction where relevant.
Advanced working knowledge of Microsoft applications including Outlook, Word, Excel and PowerPoint and the ability to audio type.
Strong oral and written communication skills (essential) with the ability to adapt communication style to suit the audience – excellent stakeholder management skills.
Excellent team player and knowing when to ‘step in’ and assist other team members.
Proactive, willing to assist and, where applicable, lead/direct on projects around the efficient running of the Real Estate Dispute Resolution team and the quality of what is delivered.
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.
Reliable, adaptable and flexible: able to embrace change. Is responsive to different ways of working and learns new tasks quickly. Prepared to undertake all tasks as required by the role with a positive “can do” attitude
Experience of using a legal Practice Management System (preferred)
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