Legal Administrator 2025

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.

The purpose of this role is to provide Paralegal support for our busy Private Crime team. The role requires an experienced administrator with some paralegal experience to deal with all aspects from managing the day-to-day document production, client onboarding, client telephone enquiries, file management and progression, through to assisting with the billing process. The post holder will be required to manage all matters and work in line with IBB’s standards of performance and client service. Whilst the role will at first be more administration based, there is expected to be progression into a paralegal function.

Key responsibilities

1. To provide a high-quality support service to the IBB Private Crime Team and clients on all aspects of administrative work to include:

• Overseeing all file opening; paperless filing and file organisation for the team members.
• Compliance and anti-money laundering responsibilities.
• Taking responsibility and supervising the production of all dictated work and document production.
• Dealing with client’s enquiries either by telephone or email to include making appointments for members of the team when they are out of the office, dealing with court listings, booking counsel, contacting experts to arrange appointments hearing dates and dates to avoid and generally liaising with interested parties and the other side when required.
• Responsibility for maintaining and updating the diaries in accordance with IBB’s standard procedures.
• Manage the relationship with compliance and accounts departments to assist with billing and general compliance.
• Manage the flow of completed work, billing/invoicing, AML documents, chasing of funds, allocation of funds, fee notes – to include chasing queries and obtaining missing information.
• Typing of dictation.
• Managing and progression of enquiries.
• Acting as liaison with legal aid crime team, and with other depts. in the firm as required or appropriate.
• Managing the file closing and archiving process.

2. Providing a high-quality legal service to all clients:

• The ability to manage your own workload and keep a note of relevant deadlines.
• Produce accurate and well-presented legal documents and correspondence.
• Managing the diary, diarising and noting any changes accurately.
• Instructing Expert Witnesses, Briefing Counsel, and ensuring all relevant documentation is forwarded.
• Working efficiently to ensure that all preparation on a case has been actioned in readiness for the appropriate hearing.
• Taking instructions from clients and obtaining witness statements.
• Dealing with incoming telephone calls and actioning them as appropriate.
• Conduct regular reviews of client files, to ensure funding in place to prepare files and instruct counsel/expert witnesses, bills and invoices are actioned, and case progression.
• Preparing and managing cases including liaising with clients, counsel, courts, prosecution, experts, defence witnesses, prosecution and police officers.

3. To contribute to and engage with the Private Client Department strategy to improve cash flow by closely managing billable work and manage exposure to unpaid invoices / disbursements.

4. To ensure compliance with the firm’s administrative and quality procedures as contained in the Office Manual, the Solicitors’ Accounts Rules and the Solicitors’ Regulation Authority Conduct Principles.

• Meet IBB quality/professional standards including: -
• Ensuring personal targets are achieved.
• Ensuring that all team chargeable work is properly recorded on client matters.
• Adhering to the Code of Conduct on client care and to the IBB file management policies as set out in the Office Manual

Person specification

Qualifications

• GCSE’s or equivalent at A-C or 6-9 in Maths and English or equivalent
• Degree educated (preferably in Law) with a minimum of a 2:1
• Would consider C/FILEX qualification.
• LPC and/or BVC (desirable but not essential)

Skills and experiences

• Confident with the range of administrative tasks specified – ideally with no less than a years’ experience gained in a criminal defence environment.
• You will need to be able to demonstrate strong organisational skills and an eye for detail in your achievements to date.
• You must also be able to demonstrate your ability to be flexible and work to tight deadlines whilst maintaining the highest quality standards and attention to detail (and a sense of humour).
• Finally, we will expect you to be IT literate using document management systems, MS Excel, MS Outlook, MS Word, simple financial reports and MS PowerPoint.
• Excellent written and verbal communication skills
• A high level of IT proficiency with case management software experience
• Good time management skills
• High level of accuracy and attention to detail
• Ability to work effectively independently or as part of a team.
• Strong interpersonal skills
• Willingness to proactivity take ownership of own learning and development.
• Commercial awareness
• Knowledge of money laundering regulations for the purposes of private work
• Knowledge of Criminal law, procedures and Sentencing Guidelines