Matter Intake Specialist

About your new role

The New Matter Intake team at Weightmans plays a critical role in supporting the firm’s legal operations by managing the end-to-end process of opening new client files. The team is responsible for ensuring that all new instructions are reviewed, processed, and set up efficiently, accurately, and in line with firm-wide compliance standards.

Acting as a central point of coordination, the team undertakes key tasks such as logging new matters, conducting conflict checks, assigning matter numbers, and inputting relevant client and case data into internal systems. They work closely with fee earners, case handlers, and legal support teams to resolve queries and ensure matters are set up promptly, enabling legal teams to proceed without delay.

Through a strong focus on accuracy, organisation, and the effective use of technology, the New Matter Intake team helps maintain consistency, mitigate risk, and support a smooth onboarding experience for both clients and internal stakeholders across the firm.

Responsible for the processing of new matter intake (file opening) for clients and departments across the firm by way of undertaking a lean and efficient process and through the use of technology.

• Review and log new instructions
• Prepare and organise documents and data using various resources and software applications.
• Assignment of new matter numbers
• Performs conflicts checks against relevant parties. Communicate results for Case Handler review.
• Extracting and entering file data and contact information in the appropriate systems
• Ensure timely setup of matters to ensure compliance with agreed standards.
• Communicate with case handler and legal administrative assistants in answering questions regarding matter opening procedures

This list is not intended to be exhaustive and you will be expected to perform other duties and have other responsibilities that fall within the wider remit of the role.

Ideally you will have previous experience in a similar role a genuine and demonstrable interest in the above area of work. As the role is varied, we are looking for you to have a flexible approach to the work you do and be able to adapt to different tasks. We also require you to have/be;

• IT literate: highly proficient in the use of Microsoft Office.
• High level of organisation.
• High standard of communication skills.
• Excellent personal time management: able to prioritise effectively to meet deadlines.
• Good attention to detail.
• Can‑do approach to work.
• Confidentiality and discretion.
• A flexible approach will be required.
• Resilience and ability to work under pressure.