Probate Executive

About Payne Hicks Beach

Payne Hicks Beach is a leading 43 partner firm based in offices at 10 New Square, Lincoln’s Inn.  Int total the firm comprises approximately 220 staff.

Renowned for our expertise in private client, family, and contentious trusts work, we are consistently recognised in Chambers and The Legal 500 as one of the top boutique firms serving high‑net‑worth and ultra‑high‑net‑worth individuals.

Our offices are located in one of the finest squares in London, a building which the firm has occupied since 1770.

More information about the departments and the work of the firm may be found on our website, the address of which is www.phb.co.uk.

The Private Client Department

The Private Client Department has two sections: the legal section and the trust and tax section.  These two sections, numbering 50, work closely together on our clients’ affairs so as to provide a seamless service.  Across the two sections, we have two chartered accountants and four chartered tax advisers, as well as the body of solicitors.

Our Probate team sits within the Private Client Department’s legal section:

• The legal section, in addition to secretaries, currently comprises nine partners, one senior professional support lawyer, six legal directors, three senior associates, eight associates, one probate executive and one paralegal (both specialising exclusively in probate and estate administration), one trainee solicitor and one solicitor apprentice.
• Of these fee-earning staff, the Probate team comprises one legal director (who is a chartered tax adviser), two senior associates, three associates, one probate executive, one solicitor apprentice and one paralegal.

The Role

The successful candidate will be responsible for managing a full and varied caseload of probate matters from initial instruction through to final estate distribution, with minimal supervision.  The role will also assist more senior members of the Probate team and partners in the legal section in administering our clients’ estates.  We are seeking a confident, technically strong practitioner who is comfortable dealing directly with clients, beneficiaries, and third parties, and who takes a pragmatic, organised approach to estate administration.

The role may include a pathway to qualification as a chartered legal executive where relevant.

General day-to-day duties will involve dealing with estate administration work, including:

• collecting in estate assets and identifying estate liabilities;
• dealing with third parties such as banks, accountants, valuers and financial institutions to obtain date of death valuations via correspondence/telephone calls as required;
• making applications for grants of probate and letters of administration and liaising with the Probate Registry;
• dealing with formalities as required during the administration period;
• preparing estate accounts, managing distributions to residuary beneficiaries and legatees;
• dealing with estate tax reporting and compliance matters and liaising with HMRC accordingly; and
• providing clear, practical advice to clients and executors throughout the administration process.

As part of the day-to-day estate administration work, the successful candidate will also:

• oversee the onboarding of personal representatives as new clients and the associated file opening and compliance work, as well as closing and archiving files at the end of matters;
• need to be comfortable with scanning, notetaking, and drafting letters, emails and other documents, and dealing with enquiries and taking and relaying messages; and
• need to maintain orderly electronic files and papers.

The Individual

The ideal candidate will have the following skills and attributes:

• CILEX qualification, STEP qualification, or equivalent experience (preferred, but not essential)
• Relevant private client experience within a law firm or similar practice
• Good academic record including 3 A-levels (BBB minimum) and GCSE Maths and English grades A* – C / 9 – 4 (or international equivalents);
• Good administrative skills and the ability to prioritise a workload;
• Good working knowledge of Microsoft Office packages e.g. Excel and Word;
• Excellent command of both spoken and written English;
• Numeracy, accuracy and a fine eye for detail;
• Experienced IT user;
• Ability to work as part of a team or on their own;
• Well organised and able to act with discretion when dealing with confidential information;
• A good telephone manner and customer service skills; and
• A positive outlook, flexibility, and an appetite to learn and take on challenges.