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New Matters Administrator

March 14, 2026

Department: Residential Conveyancing Location: Derby, UK Description We are seeking a highly organised and detail-oriented New Matters Administrator to support our busy Conveyancing team at our Head office in Derby. This role is responsible for the efficient opening of new client files, ensuring compliance requirements are met, and providing administrative support at the initial stage of residential property transactions. Working full time, Monday to Friday 36.25 hour per week and reporting to the Head of Residential Conveyancing. Key Responsibilities New Matter Setup <ul><li>Process new instructions for residential conveyancing matters.</li><li>Open new client files on the case management system in accordance with firm procedures.</li><li>Ensure all required information and documentation is obtained before file opening.</li><li>Conduct conflict checks and ensure compliance with firm policies. </li></ul>Compliance & Due Diligence <ul><li>Carry out client onboarding procedures, including ID verification and anti-money laundering (AML) checks.</li><li>Request and review client identification and proof of address documentation.</li><li>Ensure compliance with regulatory requirements and internal risk procedures.</li><li>Escalate any compliance concerns to the appropriate team or compliance officer. </li></ul>Client Communication <ul><li>Send initial client care packs, terms of business, and required documentation.</li><li>Liaise with clients, estate agents, and internal teams to obtain missing information.</li><li>Respond to basic client queries and direct more complex matters to fee earners. </li></ul>Administrative Support <ul><li>Maintain accurate records on the case management system.</li><li>Ensure documentation is properly stored and filed electronically.</li><li>Assist the conveyancing team with general administrative tasks when required.</li><li>Support the team in maintaining efficient workflows for new matters. </li></ul>Essential Skills, Knowledge and Expertise <ul><li>Previous administrative experience, ideally within a legal or professional services environment.</li><li>Strong organisational skills with excellent attention to detail.</li><li>Ability to manage multiple tasks and prioritise workload effectively.</li><li>Good communication and interpersonal skills.</li><li>Proficiency in Microsoft Office and case management systems. </li></ul>Desirable <ul><li>Experience working within residential conveyancing or a property law environment.</li><li>Knowledge of AML and client onboarding procedures in a legal setting.</li><li>Experience using legal case management software. </li></ul>Benefits What we offer? <ul><li>Competitive salary</li><li>Bonus potential</li><li>Career development opportunities</li><li>25 days holiday plus bank holidays</li><li>Options to buy & sell 1 week’s holiday</li><li>1 week’s holiday carry over</li><li>Extra day off for your birthday</li><li>Staff card discount scheme for local shops</li><li>Social days and evenings on the firm</li><li>Staff discounts on legal services </li></ul>Positive Work Environment: <ul><li>Be part of a supportive team that values collaboration and teamwork.</li></ul>

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...