Legal Administrator- Residential Conveyancing

  • IBB Law
  • Chesham, UK
  • Aug 06, 2022
Full time Legal

Job Description

Our Private Client Group is based across our Uxbridge, Chesham, and Ascot Offices. The Group Head for Private Client is Amanda Melton. The head of the Residential Conveyancing Team is Gary Bunce.

The Private Client Group is recognized 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.

Job Purpose

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

1.        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, and 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, and completion of internal forms.
  • Preparation of bills in accordance with IBB procedures, including 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 organizing in preparation for semi-annual quality audits.
  • Checking deeds in and out of the deeds storage facility. Collecting deeds from the floor and returning them to storage.
  • Requesting and tracking the progress of searches with online providers such as NLIS, Land Registry Direct, and Companies House. Returning the results to the fee earner and filing copies.
  • Obtaining copy documents from the Land Registry, Local Authorities, and Companies House
  • Printing, scanning, copying documents.
  • Ad hoc data input as and when required (CRM and PMS).

Legal tasks as required include:

  • Assisting with completions and post-completion tasks including, but not limited to, arranging bank transfers, submitting SDLT returns and registration of transfers and leases.
  • Conducting legal research using tools such as LexisNexis, Lawtel, and Westlaw.
  • Checking lengthy documentation and proofreading as required.
  • Scheduling of deeds and documents, preparing bundles of documents. 
  • Completing legal forms for the Land Registry
  • Completing Reports on Title in draft for fee earners to check and submitting to lenders
  • Liaising with lenders regarding mortgage advances and chasing replies to inquiries raised by lenders
  • Completing SDLT returns in draft for approval by fee earners
  • Producing draft documents such as transfers and dealing with completions under the auspices of fee earners
  • Complying with CQS, Lexcel, CML, and Building Society handbook requirements
  • Liaising with clients and other interested parties when required by fee earners

    Any other duties appropriate to the role of Legal Administrator.


Person Specification


  • Law Degree, LPC Qualified or Legal Executive qualifications

Skills and Experience

  •  Minimum of six months experience as an employed Legal Administrator or Paralegal (essential)  
  • Previous experience of Residential Conveyancing work within a privately funded department (highly desirable)
  • Advanced working knowledge of Microsoft applications including Word, Excel, and PowerPoint
  • Experience in using a legal Practice Management System (a distinct advantage)
  • Strong communication skills
  • Highly literate and numerate with the ability to read and assimilate complex written information
  • Strong legal research skills
  • Focussed on accuracy and attention to detail with the ability to proof-read
  • Well organized and able to work to deadlines and guidelines



17,00 - 23,000 DOE