Legal Administrator - Southampton in Hampshire

Location: Fareham, Southampton, PO15

Who we are

We are a well‑established law firm, regulated by the SRA, who specialise in Wills, Probate and Estate Planning. We have built a network across the country that works together on a mission to change the way people think about making a Will and preserve not only our clients’ financial assets but their emotional assets too, for future generations. We are here to protect memories, not just money.

Overview of the role

As the Legal Administrator, you will be responsible for the progression of client matters, both Wills and LPA’s, ensuring instructions move forward efficiently, accurately and with outstanding client care. For new instructions, your responsibility begins once the document has been signed. From that point, you will take ownership of the matter through to completion, liaising with external stakeholders such as the Land Registry and the Office of the Public Guardian, and keeping clients informed at every stage. For existing instructions already in the pipeline, the role requires a fast‑paced, proactive approach, with the ability to engage confidently with clients, provide empathy, and manage client expectations clearly and professionally. You will be a key point of contact for clients, handling inbound calls and ensuring every interaction reflects a genuine commitment to right‑first‑time service. This role will be working onsite 5 days per week at our office in Southampton.

Key Responsibilities

• Take ownership of matters after the Will is signed and manage them to completion.
• Keep existing cases moving, reducing delays and maintaining momentum.
• Ensure all tasks are completed accurately and on time.
• Act as a main point of contact for clients, supporting client payments where they are overdue on payment terms.
• Handle inbound calls professionally and confidently.
• Provide clear updates, manage expectations, and show empathy when dealing with sensitive topics.
• Work with the Land Registry, Office of the Public Guardian, and other stakeholders.
• Track responses, chase outstanding items, and resolve issues promptly.
• Maintain organised and compliant file records.
• Ensure all documents, submissions and case notes are accurate and up to date.
• Monitor deadlines and key milestones.
• Follow SRA standards, GDPR requirements and internal policies.
• Handle confidential information with care.
• Escalate any risks or concerns appropriately.

About you

• Passion for helping people.
• Desired experience in administration, case handling, or a client‑facing environment, such as retail or hospitality.
• Excellent communication skills, both in person and on the phone.
• Strong organisation and attention to detail.
• Confidence in managing client expectations and sensitive conversations.
• Competent with Microsoft Office and case management systems.
• A commitment to delivering a right‑first‑time, every time service.
• Ability to travel to the Southampton HQ 5 days per week.

What looks good

• Intentionally collaborates.
• Competitive salary and performance‑based incentives.
• Comprehensive professional development and training opportunities.
• Supportive and inclusive company culture.
• Access to a wide range of employee benefits, including health and wellness programs.